Director of Budget and Capital Planning - University of Pennsylvania

University Overview


The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.




Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.




The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.








Posted Job Title

Director of Budget and Capital Planning





Job Profile Title

Director D, Business and Finance





Job Description Summary

The Division of Facilities and Real Estate Services (FRES) provides the expertise, business process, policies and standards required to plan, design, construct, operate, maintain and renew the physical assets of the University, excluding the health system. In addition, the Division, comprised of approximately five Departments, is responsible for the strategic planning, management and operation of non-academic University property, and collaborating with the neighborhood to create a safe, diverse and economically vibrant destination. With close to 12M square feet of space, FRES maintains 186 buildings on a campus of 276 acres, completes over 60,000 maintenance requests per year, and starts approximately 250 projects a year. FRES is comprised of the following Departments: Administration, Office of the University Architect, Design and Construction, Real Estate, Operations and Maintenance.


The University of Pennsylvania is implementing a campus transformation entitled Penn Connects (http://www.pennconnects.upenn.edu). This comprehensive, award winning effort is expanding the campus over the next 20 years, including the construction of new academic research and recreational facilities. In addition, the University has secured $300M in Century Bond funding and continues to upgrade existing facilities over the coming years. https://www.facilities.upenn.edu/ Information.





Job Description


In collaboration with Central University Budget and Finance, responsible for managing the capital approval process for the University, including the collection, review and analysis of capital project financial information for Capital Approval Group (CAG), Computer & IT Equipment (CITE) Committee and Capital Council (CC); scheduling, coordination and communications of those meetings; preparation of related communications and presentations for CAG, Budget Steering, Capital Council and Trustees; Point of contact for questions regarding the capital approval process; Coordination of the annual capital planning process.




In collaboration with FRES Design & Construction and Real Estate Departments, oversee the University capital program of 300 projects for $300M to $500M in annual spending; responsible for 1 direct report and 5 staff in the capital accounting department; maintain proper procedures that adhere to audit requirements for capital accounting and recording.




Responsible for ongoing budget oversight for all departments within FRES (Architect, Design and Construction, Administration, IT department, Operations and Maintenance, and SVP accounts) and for the University utilities budget, including budget preparations, accurate quarterly forecasts, monitoring of monthly transactions (actual and budget). Oversee the detailed budget and financial analysis processes for the Operations and Maintenance department; responsible for 1 direct report and 1 staff in the performance of duties to support this area; develop, document and maintain processes & procedures that support this area.




Provide leadership in strategic financial planning and budget development by managing a process to solicit and evaluate current and projected resource needs of FRES. Consolidate all budgets, reforecast, variance analysis and related budget requirements across FRES, provides supervision to other budget analysts and evaluates prior to review by Executive Director and input into Planning for submission to the budget office. Schedule and communicate with key participants for FRES SVP approval. Coordinate communications with budget office for questions related to the FRES budget.




Responsible for review of utility data accuracy for LSE (load serving entity) costs and billing including reconciliations with vendor provided information. Makes recommendations for utilities billing rates for the LSE. Point of contact for utilities engineering support to evaluate and facilitate the use of accurate and appropriate meter data and forecasting methods for all utilities. Support engineering data needs related to Facilities Renewal Needs (FRF), FRF Matching and Energy Reduction Fund programs, including presentation preparation and staff support for meetings Manage EVP quarterly reporting process; review and evaluate information prior to submission to FRES SVP; prepare year end close entries and analysis.




Provide high level analytic support as required to support the Executive Director and SVP requests by developing financial models, providing information, and preparing statistical analysis and that support financial management and decision support.


Ensure the timeliness and accuracy of all internal/external reporting and adherence to University accounting policies, procedures and systems used to safeguard University assets. FRES manages an annual $250M a year budget and a $300M to $500M a year capital budget.


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Responsibilities/Duties




Responsible for managing the capital approval process for the University, including the collection, review and analysis of capital project financial information for Capital Approval Group (CAG), CITE and Capital Council (CC); scheduling, coordination and communications of those meetings; preparation of related communications and presentations for CAG, Budget Steering, Capital Council and Trustees; Point of contact for questions regarding the capital approval process; Coordination of the annual capital planning process.




Provide leadership in strategic financial planning and budget development by managing a process to solicit and evaluate current and projected resource needs of FRES. Consolidate all budgets, reforecast, variance analysis and related budget requirements across FRES, provides supervision to other budget analysts and evaluates prior to review by Executive Director and input into Planning for submission to the budget office. Schedule and communicate with key participants for FRES VP approval. Coordinate communications with budget office for questions related to the FRES budget.




Responsible for ongoing budget oversight for all departments within FRES (Architect, Design and Construction, Administration, IT departments, Operations and Maintenance, and SVP accounts) and for the University utilities budget, including budget preparations, accurate quarterly forecasts, monitoring of monthly transactions (actual and budget). Responsible for review of utility data accuracy for LSE (load serving entity) costs and billing including reconciliations with vendor provided information. Makes recommendations for utilities billing rates for the LSE. Point of contact for utilities engineering support to evaluate and facilitate the use of accurate and appropriate meter data and forecasting methods for all utilities. Support engineering data needs related to Facilities Renewal Needs (FRF), FRF Matching and Energy Reduction Fund programs, including presentation preparation and staff support for meetings. Manage EVP quarterly reporting process; review and evaluate information prior to submission to FRES VP; prepare year end close entries and analysis.




Oversee the University capital program of 300 projects for approximately $300M in annual spending; responsible for 1 direct report and 5 staff in the capital accounting department; maintain proper procedures that adhere to audit requirements for capital accounting and recording.




Oversee the detailed budget and financial analysis processes for the Operations and Maintenance department; responsible for 1 direct report and 1 staff in the performance of duties to support this area; develop, document and maintain processes & procedures that support this area.




Provide high level analytic support as required to support the Executive Director and VP requests by developing financial models, providing information, and preparing statistical analysis and that support financial management and decision support. Ensure the timeliness and accuracy of all internal/external reporting and adherence to University accounting policies, procedures and systems used to safeguard University assets. FRES manages an annual $250M a year budget and a $300M to $500M a year capital budget.




Qualifications:

+ BA/BS in Finance, Accounting or related discipline and 7-10 years related experience. MBA or CPA strongly preferred.

+ Strong background in accounting, financial analysis, and executive decision support skills, including the use of Excel, PowerPoint and Business Objects or other query tools.

+ The successful candidate will be capable of managing multiple priorities and working across many organizations.

+ Possess strong analytic, relationship building, and verbal and written communications skills.








Job Location - City, State

Philadelphia, Pennsylvania





Department / School

Facilities and Real Estate Services





Pay Range

$90,860.00 - $190,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.




Affirmative Action Statement Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.




Special Requirements Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.




University Benefits

+ Health, Life, and Flexible Spending Accounts : Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

+ Tuition : Take advantage of Penn's exceptional tuition benefits . You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

+ Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

+ Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

+ Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

+ Wellness and Work-life Resources : Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

+ Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

+ University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

+ Discounts and Special Services : From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

+ Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

+ Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

+ Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.




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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay



The University of Pennsylvania's special character is reflected in the diversity of the Penn community. We seek talented faculty and staff who will constitute a vibrant community that draws on the strength that comes with a substantive institutional commitment to diversity along dimensions of race, ethnicity, gender, sexual orientation, age, religion, disability, veteran status, interests, perspectives, and socioeconomic status. Grounded in equal opportunity, nondiscrimination, and affirmative action, Penn's robust commitment to diversity is fundamental to the University's mission of advancing knowledge, educating leaders for all sectors of society, and public service. The University of Pennsylvania prohibits unlawful discrimination based on race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.