Assistant Director of Finance & Administration

08-Mar-2024

Featured Job

Harvard Kennedy School

64536BR

Position Description

The Assistant Director of Finance and Administration is a key member of the Taubman Center’s team and will report to the Senior Director of Finance and Administration and will provide financial, budgeting, operational, and administrative support for the Center. The role requires the ability to proactively identify and act on strategic needs and opportunities, while also executing recurring tasks effectively and adapting to additional requests as needed, often with tight deadlines. The role works independently and as part of a team, and requires excellent communication, organizational, and problem-solving skills, and business acumen. The position will interact closely with faculty, staff, fellows, and students.

Position Responsibilities:
Finance

• Independently approve financial transactions for the Taubman Center including the Government Performance Lab (GPL) and the Rappaport Institute for Greater Boston. Financial transactions include invoices, reimbursements, vouchers, credit card expense reports, and other accounts payable and receivables using Harvard's online systems (such as Concur, Buy2Pay, and HART).
• Establish and implement procedures for financial transactions to ensure posting to proper chart of accounts and adherence to University, HKS, and Center’s policies and procedures. Resolve any discrepancies and recommend remedial measures as needed.
• Provide financial analysis and modeling to support the Center and its affiliates including developing and delivering monthly, quarterly, and annual budget tracking to support strategic planning and decision making.
• Prepare multiple complex financial reports and analyze data using data query tools.
• Collaborate with the Sr. Director of Finance and Administration on the annual budget planning process including helping develop, track, forecast, and administer the budget and grants.
• Oversee the financial processes related to the annual billing of board memberships; pledge reminders; donation reconciliation; year-end closure processes; and annual allocations for faculty.
• Oversee the payroll budget including the reconciliation and processing of journals, and submission and approval of payroll cost string changes including those for GPL staff and fellows.
• Perform financial operations that include payroll, accounting, accounts payable/receivable, procurement, and research administration.
• Oversee special projects such as financial audits.
• Serve as a resource on university fiscal policies and procedures, and advise faculty, staff, fellows, and students on existing options or alternatives effectively recommending courses of action on fiscal matters.

• Responsible for managing Taubman Center fellows hires and extensions which includes advising faculty and staff on the fellows hiring procedures; completing and submitting required forms in the HR workflows; coordinating I9 process and if applicable visa sponsorship.
• Collaborate with the Sr. Director of Finance and Administration on employee engagement opportunities including supporting and enhancing the recruitment, selection/approval, onboarding, and exit processes for staff and fellows.
• Process hiring and other personnel transactions, including extending or reallocating staff appointments across multiple grants and funding sources.

Administration and Operations

• Oversee Center’s operations related to information technology and facilities management.
• Serve as a thought partner and collaborator on operationalizing best practices for data sharing across functions.
• Create and implement training for staff on financial applications and additional Harvard systems.
• Lead Salesforce strategic utilization to enhance operations, programs, and customer service.
• Create and maintain a fiscal master calendar for important and strategic deadlines and milestone dates.
• Prioritizing multiple tasks and projects in a fast-paced environment
• Provide other oversight support, as needed.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills

• Strong organizational and project management capabilities, with a demonstrated ability to work independently and as a part of a team, manage multiple assignments simultaneously, and effectively prioritize time and tasks while adapting to changing needs and priorities.
• Proven ability to handle sensitive data with discretion and manage multiple tasks while maintaining an exceptional attention to detail and accuracy.
• Creative thinking and problem solving, with interest and ability to identify and implement opportunities for operational efficiencies, introduce innovative ideas to the team, and learn and implement new financial tools.
• Clear comfort and capacity to deliver on both strategy and implementation.
• Excellent organizational, communication, interpersonal, and problem-solving skills.
• Demonstrated ability to independently manage regular and unexpected deadlines and demonstrate initiative.
• High level of maturity and empathy with outstanding interpersonal and customer service skills.
• Proven ability to build and maintain strong relationships with colleagues, supervisors, and stakeholders.
• Thoroughness, accuracy, and agility with financial data.
• Demonstrated strong accounting, budgeting, analytical, and management skills needed.
• Demonstrated ability to lead a process, as well as to work collaboratively to achieve agreed-upon objectives.
• Experience with higher education financial and administration software and procedures highly desirable.
• Experience with Salesforce strongly preferred.
• Experience leading systems-driven thinking and applying relevant solutions a plus.
• Experience with Harvard’s financial processes a plus.

Working Conditions

• Work is performed in an office setting

Additional Information

The mission of the Taubman Center for State and Local Government at the Harvard Kennedy School is to support current and future public sector leaders in improving the governance of states, counties, and cities. The Taubman Center and its affiliates, including the Government Performance Lab (GPL) and the Rappaport Institute for Greater Boston, is generating solutions to pressing state and local government challenges through teaching, academic research, hands-on projects with governments, and convenings that bring together policy makers and thought leaders to engage with faculty, staff, fellows, and students.

This position is a fully benefits-eligible term appointment ending one year from date of hire, with possibility of renewal. 

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.
Harvard University requires pre-employment reference and background checks. 
Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA.  As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Salary Range: $74,200 - $126,200
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity. 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Department Office Location

USA - MA - Cambridge

Job Code

F0857P Financial Administrator III

Work Format

Hybrid (partially on-site, partially remote)

Department

Taubman Center for State and Local Government

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.

Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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