Assistant Director of Finance

20-Jun-2024

Harvard T.H. Chan School of Public Health

66177BR

Position Description

Specifically, the Assistant Director of Finance will be responsible for the FXB Center’s financial planning, including, but not limited to, the following:

• Serving as the primary financial administration liaison on research budget and expenses, facilitating communications and financial transactions between FXB faculty/staff and Harvard University central offices and external funding sponsors
• Analyzing financial data to identify potential risks and issues; presenting data, issues, and recommendations (quantitatively and qualitatively) in a meaningful way
• Establishing an effective system of communicating University and sponsor updates, policy changes, research financial compliance, and best practices to faculty/staff
• Independently overseeing faculty finance portfolios; analyzing budget to actual expenditures and meeting regularly with PIs to advise on spending projections and communicate potential issues
• Advising faculty and staff on established policies and procedures pertaining to expenditure international and domestic guidelines, travel, student stipend and tuition payments, and cost reimbursements
• Reviewing and approving account payables and receivables, expenditures, invoices, cost reimbursements, travel authorization forms, and other procurement requests
• Creating internal procedures for tracking and reporting expenses, and instructing support staff on these functions
• Processing salary allocation, effort distributions, payroll changes, and cost sharing requirements, while ensuring compliance with reporting requirements
• Responsible for maintaining financial and administrative records and representing the FXB Center during internal audits.

• Working closely with Harvard central offices throughout the award lifecycle: Sponsored Programs Administration (SPA), Sponsored Office of Sponsored Programs (OSP), Office of Financial Services (OFS), and Office of Technology Development (OTD)
• Assisting PIs by providing financial guidance, compliance feedback, and communicating changes from award set‐up to closeout
• Ensuring sponsored data integrity, financial management and administration in Harvard’s GMAS database and responding to central requests for data
• Interpreting regulations and guidelines of program funding and identifying and resolving any compliance or policy issues (for example, Provost review criteria, F&A recovery, cost sharing, etc)
• Finding Funding: Assisting PIs in defining budgetary needs, finding funding opportunities, determining eligibility, and ensuring alignment with sponsor guidelines and Harvard University policies
• Budget Development for Proposals: Assisting in the proposal development and submission, acting as liaison between FXB faculty, SPA, and sponsors
• Award Acceptance: understanding, interpreting, and explaining terms & conditions to faculty, with a strong focus on compliance and best practices
• Award Setup: reviewing award terms & conditions and confirming appropriate approvals (IRB, IACUC, PA, OAIR, etc.) are in place prior to award setup
• Award Management: approving and reporting expenditures, regularly reconciling accounts, identifying and resolving financial risks, and communicating project changes and progress to sponsors
• Award Closeout: ensuring awards are properly closed out on a timely basis, issues are resolved, and all required reports and deliverables (technical reports, final invoices, patent reports, assignment and release forms, etc.) are submitted to the sponsor

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience
• Advanced knowledge of sponsored research regulations

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

• Master’s Degree
• CRA certification
• Intermediate to advanced Microsoft Excel skills
• Prior supervisory experience
• Experience working with research faculty in a higher education and/or hospital setting
• Advanced working knowledge of research compliance issues, key federal grant regulations, and other related compliance issues
• Experience with Harvard University regulations
• Extensive pre- and post-award management experience, as well as 3+ years of project management experience
• Experience managing progressively more complex awards and working with a variety of sponsors
• Experience with Harvard/SPH systems (GMAS, CREW, OBI, PI Dashboard, Wasabi) a plus
• Advanced Excel skills
• Ability to communicate financial information clearly and with the appropriate amount of detail (higher or lower levels of detail) for the intended audience
• Strong attention to detail

• Awareness of and aptitude to appropriately and effectively understand, respect, and adapt to cultural and identity-based difference within group environments
• Knowledge of and commitment to concepts and issues tied to social justice, diversity, equity, and inclusion
• Skills related to creating and supporting an environment that allows for inclusion, effective intercultural engagement, and personal humility and authenticity
• Experience fostering and reinforcing an environment that values unique experiences, cultures, backgrounds, and goals

Working Conditions

• Work is performed in an office setting

Additional Information

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. 

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.

About Us

The mission of the Harvard T.H. Chan School of Public Health is to advance the public's health through learning, discovery and communication. To pursue the mission, the school produces knowledge through research then translates this knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations.

The FXB Center for Health and Human Rights is a University-wide center that conducts rigorous investigation of the most serious threats to health and well- being globally. The Center was established 25 years ago to promote the idea that health is threatened when people are denied or deprived of their rights. We work closely with scholars, students, the international policy community, and civil society to engage in ongoing strategic efforts to promote equity and dignity, especially for the marginalized and oppressed around the world.

The Assistant Director of Finance will work closely with the Director in ensuring that the Center's resources are aligned with its mission, and serve as the key financial advisor to the Center Director. They will be responsible for strategic and long-term planning and managing relationships with the Harvard Chan School Office of Financial Services, the Office of Sponsored Programs Administration, and other relevant departments, while supporting the day-to-day operations, advising on spending plans for faculty and fellows, and processing accounts payable, invoices, and reimbursements. 

The Assistant Director of Finance is an integral part of the FXB Center and will serve as the principal source of information for faculty and staff on University, federal, and sponsor fiscal policies, requiring a high degree of knowledge and judgement. They will be independently responsible for the financial management of the Center, including proper management of internal funds (gifts, endowment funds, etc.) and sponsored funds (both federal and non-federal), approving expenditures,  processing payroll changes, reporting expenditures, overseeing fiscal year-end closing, and managing the Center’s annual budget process.

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 - Boston

Job Code

F1357M Research Admin Mgt III PrPs

Work Format

Hybrid (partially on-site, partially remote)

Department

Francois Xavier Bagnoud Center

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

At the Harvard T.H. Chan School of Public Health, we believe that diversity is integral to the Harvard experience and our mission of improving public health education, research and policy. Diversity of cultural backgrounds, identities, lived experiences, perspectives, and ways of understanding the world enriches our community and enables us to best meet the public health needs of the United States and the world. Ongoing learning and development related to diversity allows for both individual and institutional growth, and is necessary to foster and sustain a culture of inclusion. To achieve this, we are committed to ensuring equitable access to opportunities for learning, living, and working at the Harvard Chan School. We maintain an unwavering dedication to diversity, inclusion, and belonging as core to our institutional values and to actively counter, minimize, and address racism, sexism, xenophobia, homophobia, gender bias, and all forms of discrimination.

Learn more about the School’s mission, objectives, and core values , our Principles of Citizenship , and our diversity, inclusion, and belonging initiatives.

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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