Computing Assets and Contracts Specialist - (Department of Biostatistics, Epidemiology and Informatics)
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.
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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
Computing Assets and Contracts Specialist - (Department of Biostatistics, Epidemiology and Informatics)
Job Profile Title
Grant and Contract Finance Administrator
Job Description Summary
As the primary person responsible for maintenance of the computing environment in the DBEI and CCEB, the Specialist for Computing Assets and contracts will manage acquisition, inventory, lifecycle replacement and maintenance of over 400 desktop and laptop computers, telephones and telephone numbers in consultation with division administrators. Primary duties will include day-to-day and long-term management of the Information Systems Support Fee (ISSF), a stand-alone service center with approximately $1M in annual collections from a combination of grants and contracts, operating funds, and discretionary/startup accounts. Other key responsibilities include developing rates; buying and managing hardware and software inventory throughout the DBEI and CCEB, including a suite of advanced statistical and programming software. Key responsibilities include real-time asset tracking and oversight of software licenses and compliance with multiple contracts in order to produce accurate financial statements; anticipate lifecycle replacement needs; and working closely with IT and department directors to create expense forecasts and multi-year projections. Financial responsibilities include processing journals to allocate ISSF charges to grants, operating budgets, and discretionary accounts inside and outside the CCEB; resolving/reconciling after-the-fact changes in effort and the resulting adjustments to charges; investigating adjustments when fund numbers expire and/or projects end; and assisting with inventory management of non-technical assets. Ongoing responsibilities include managing contract-based relationships with vendors and suppliers for equipment maintenance, standing supply orders, and technical/audio-visual companies with which the CCEB does business.
Job Description
Responsibilities:
Accountable for asset tracking and oversight of software licenses and compliance with multiple contracts in order to produce accurate financial statements; anticipate lifecycle replacement needs; and working closely with IT and department directors to create expense forecasts and multi-year projections.
Responsible for developing annual service center rates; buying and managing hardware and software inventory throughout the Department and Center including a suite of advanced statistical and programming software and maintain a detailed database of hardware and software to aid in forecasting expenses, as well as aid in smooth transition of software from old to replacement devices.
Responsible for processing journals to allocate ISSF charges to grants, operating budgets, and discretionary accounts inside and outside the Department and Center, resolving/reconciling after-the-fact changes in effort and the resulting adjustments to charges; investigating adjustments when fund numbers expire and/or projects end; and assisting with inventory management of non-technical assets.
Manage contract-based relationships with vendors and suppliers for equipment maintenance, standing supply orders, and technical/audio-visual companies with which the Department and Center does business including service contracts for copiers, water service, plant service, and coffee service
Investigate and reallocate conference call billing and Penn Net charges to appropriate accounts.
Other duties and responsibilities as assigned.
Qualifications:
Bachelor's Degree and 3-5 years of experience in accounting; preferably in a university setting or an equivalent combination of education and experience required.
Excellent written and interpersonal communications skills
Impeccable attention to details
Ability to interact in a productive and professional manner
Must be highly computer literate and experience in all Microsoft Office Programs
Must be reliable, highly accurate, efficient, organized, and confident working independently
Job Location - City, State
Philadelphia, Pennsylvania
Department / School
Perelman School of Medicine
Pay Range
$43,919.00 - $50,000.00 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.
