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Posting Details

Posting Details

Reference Number 96-26370
School Name Facilities and Real Estate Services
Org Project Management
Posted to the Web 07/28/2017
Posted Job/Salary Grade 027
Employment Type Exempt
Hours 40.00
Position Type Full Time
Position Schedule varies
Months 12
Position Length Ongoing
Position End Date
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.

School/Center Overview

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.


Manage and review purchase orders and approved change orders submitted documentation such as bids / bid waivers, labor rates, general conditions and self-performed work. Use information to evaluate and interpret contract language to determine and ensure the accuracy of sub-contractor payments are in compliance with University Purchasing policies. The total project budgets currently range from under $100k to $161 million.

Record approved Capital Project Budgets to the financial system, reconcile projects and serve as a liaison with the Treasury Department on the certifications for project funding. Attend pencil mark-up meetings with the project team to ensure all supporting documentation is presented with the Application for Payment (AIA documents) and appropriate amount of retainage is withheld. Comprehensively review and analyze complex Construction Applications for Payment for accuracy, agreement with previous project to date billing, completeness and forecasting cash flows. Summarize, track and report exceptions and future corrections to executive management in order to minimize audit findings.

Troubleshoot accounts payable functions, review, research and release invoices on hold to ensure compliance with GAAP and utilize capital accounting procedures for accurate evaluation and recording of CIP. Generate reports and prepare project reconciliations monthly, identifying, analyzing, investigating and correcting variances for both expense and accrual items, between EBuilder and BEN Financials.

Prepare and present financial and management reports such as monthly Cost to Budget Variance Analysis, Quarterly Cash Flow Summary by Project, cost per square foot of renovation versus new construction or average cost of space per classification, i.e. lab, classroom, office or other space type. Some reports are presented to VP FRES, VP Audit & Compliance, VP & Treasurer and EVP. Work with Project Managers to analyze and evaluate data for reasonableness and question / resolve data inconsistencies.

Assign asset values to appropriate categories when preparing a project componentization, in accordance with guidelines issued by University Property Management Department. Project componentizations are prepared, reviewed and submitted to the Comptroller’s Office upon occupancy / substantial completion and again at closeout, such that new buildings / renovations can be categorized properly and cleared from Construction in Progress to the Fixed Asset System and depreciated accurately and timely.

The accountant must review and analyze project costs and design custom reporting to be utilized in establishing a threshold in which to consult with FRES executive management / Comptroller’s Office / external auditors on whether the project extends the useful life of a building or should be expensed as Operations and Maintenance (O&M).

Work closely with Project Managers to determine if projects can be closed out in BEN Financials and EBuilder. Review and research financials, correct recorded journal entries, release open encumbrances on purchase orders and complete the financial closeout process in EBuilder.


Bachelor Degree in Accounting and 3 to 5 years of experience or equivalent combination of education and experience is required. Strong knowledge of Generally Accepted Accounting Principles and capital accounting.

Proficient with accounting software system packages and spreadsheet software. Strong oral and written communication skills. The person will perform responsible duties proactively, with little supervision.

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.
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Posting Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * How did you hear about this employment opportunity?
    • Jobs@Penn
    • Contacted by a Penn Recruiter
    • Referred by a Penn Employee
    • Referred by a friend or family member
    • Higher Education Recruitment Consortium (HERC)
    • Inside Higher Ed
    • Other Internet Advertisement
    • Linkedin
    • Twitter
    • Other Social Media Site
    • Professional Affiliation/Trade Website
    • Diversity Association/Publication Website
    • Heard about it at a conference or career fair
    • Apple One
    • Recruitment and/or staffing agency
  2. * What is your highest level of education completed?
    • Less than high school education
    • High School Diploma or GED
    • Vocational or Technical School
    • Associate's Degree or Two Year College
    • Bachelor's Degree
    • Master's Degree
    • PHD/MD/JD or equivalent doctoral degree
  3. * How many years of experience do you have related to this position?
    • 0 to 1 Year
    • 1 to 2 Years
    • 2 to 3 Years
    • 3 to 5 Years
    • 5 to 7 Years
    • 7 to 10 Years
    • Over 10 Years
  4. * Do you possess a Bachelor's Degree in Accounting and 3 to 5 years of experience or equivalent combination of education and experience?
    • Yes
    • No
  5. * Do you have a strong knowledge of Generally Accepted Accounting Principles and capital accounting?
    • Yes
    • No
  6. * Are you proficient with accounting software system packages and spreadsheet software?
    • Yes
    • No
  7. * Do you have strong communication skills, both oral and written?
    • YES
    • NO

Applicant Documents

Required Documents
  1. Resume
Optional Documents
  1. Cover Letter