University of Pennsylvania — Operations Accounting and Payroll Manager

Operations Accounting and Payroll Manager

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.

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
Operations Accounting & Payroll Manager

Job Profile Title
Administrative and Financial Officer

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 ( 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.

Job Description
Operations Accounting & Payroll Manager

Reporting to the FRES Controller, this position is responsible for supervising 4 accountants and 3 payroll administrators. This position is responsible for the Operations and Maintenance accounting function including billing for 140 buildings and the payroll function for the division.

  • Accounting Function Management – The accounting operation includes accounts payable processing, general ledger accounting and billing. The Manager ensures the accurate and timely completion of the month end close process, inclusive of utility and expense accruals, amortization of prepaid expenses, maintenance contract expense, accounting reconciliations and utility allocations to the building level along with additional utility billing of several non-academic buildings, including Penn Medicine.
  • Payroll Function Management – The payroll operation includes responsibility for the calculation and collection of all necessary financial data, accurately and weekly sign-off by supervisors and managers on the time reporting for unionized employees (by work order) and weekly paid staff members, as well as payroll for monthly paid staff. This process must be a successful electronic transmission to central payroll each Monday by 3pm. This role ensures accurate reconciliation of payroll and resolves outstanding discrepancies.
  • Supervision – In addition to managing the day to day accounting and payroll operations, the Manager is responsible for all human resource functions related to the accounting and payroll staff, including hiring, training, performance management and employee engagement. The Manager's role is critical to the success of back office administration and is required to have strong leadership skill to be able to effectively manage people, processes, customer service and changes to information technology systems required to complete work.
  • Process Improvement – The Manager will continually evaluate and re-design key business processes with the goal of implementing best practices and improving effectiveness of all department management information systems, inclusive of the payroll, work order, financial and time tracking. The Manager will oversee the preparation of comprehensive documented procedures for each role within the accounting and payroll function and follow up annually that procedures are updated according to any process improvements, system upgrades and changes in dependent processes.
  • Customer Service – Responds to internal and external inquiries and continuously improves the level of customer service provided by the accounting and payroll staff.
  • Reporting – Oversee scheduled preparation of management reports which consists of weekly, monthly, quarterly and yearly reports for the accounting function, payroll, vacation accruals, hours worked, leaves and other on demand reporting.


  • Bachelors in Accounting, Finance or business related field and 5-7 years accounting and payroll processing management experience with a minimum of 3 years of supervisory experience, or an equivalent combination of education and experience.
  • Must have knowledge and demonstrated experience applying Generally Accepted Accounting Principles, and pay practice laws and regulations to ensure compliance. Experience with union contracts preferred.
  • Strong proficiency with utilizing financial, accounting and payroll software applications, databases, spreadsheets and Microsoft Office suite (Excel, Word, Access).
  • Excellent communication skills, both written and oral. Must be organized, detailed oriented, strong analytical skills and have strong customer service.

    Job Location – City, State
    Philadelphia, Pennsylvania

    Department / School
    Facilities and Real Estate Services

    Pay Range
    $72,837.00 – $138,391.00

    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.

    To Apply–Real-Estate-Services/Operations-Accounting—Payroll-Manager_JR00014974