Financial and Administrative Coordinator

02-Jan-2024

Harvard Kennedy School

64535BR

Job Summary

The Taubman Center for State and Local Government seeks a new Financial and Administrative Coordinator, who will report to the Senior Director of Finance and Administration and will provide a range of financial and administrative support for the Taubman Center and its affiliate programs. The position will interact closely with faculty, staff, fellows, and students and must have excellent organizational and communication skills and business acumen.

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.

Position Description

Finance

• Independently process financial transactions for the Taubman Center and the Rappaport Institute for Greater Boston including invoices, reimbursements, vouchers, credit card reconciliations, and other accounts payable and receivables using Harvard's online systems (such as Concur, Buy2Pay, and HART). Processing entails (but is not limited to) vendor setup; creation and submission of requisitions, expense reports, and non-employee reimbursements; and creation and submission of invoices for stipends.
• Monitor financial transactions to ensure timely payment, posting to proper chart of accounts, appropriate supporting documentation is maintained, and adherence to University, HKS, and Center’s policies and procedures. Resolve any discrepancies.
• Serve as delegate in Concur for the Executive Director of the Taubman Center, Executive Director of the Rappaport Institute for Greater Boston, and other staff as designated.
• Assist the Center’s Assistant Director of Finance and Administration with various financial support including the creation of journals; the running of reports in HART; the annual billing process of board memberships; and other projects as assigned.
• Serve as a fiscal point of contact for faculty, staff, fellows, and students.

Human Resources

• Responsible for managing all student and temporary new hires and extensions which includes advising faculty and staff on student and temp hiring procedures; completing and submitting required forms in HR workflows; coordinating I9 and if applicable Glacier process; approving timesheets; and oversee onboarding.
• Assist with fellow new hires and extensions which includes completing and submitting required forms in HR workflows and coordinating I9 and if applicable visa sponsorship processes.
• Onboarding and offboarding of staff and fellows (i.e. assist in drafting first week itinerary, setting up office, ordering office and technology supplies, coordinating meetings, coordinating welcome lunch, setup of telecom, coordinating access and credit card forms, turning in technology, etc.).

Administration and Operations

• Assist the Executive Director for the Taubman Center and the Sr. Director of Finance and Administration with logistics for employee engagement opportunities and events (i.e. staff outings and retreats, faculty and staff coffee chats and luncheons, and weekly team meetings, etc.)
• Independently manage and execute the Center’s administrative functions related to office, kitchen, copier, and printer supplies and shred bins.
• Oversee the Center’s copiers including monthly meter reads, invoice submission and payment, dissemination and tracking of copier codes, ordering supplies, and troubleshooting issues as they arise.
• Oversee various facilities administrative support including tracking of space management; submission of work orders; mail distribution; etc.
• Oversee various IT administrative support including tracking computer inventory; ordering and deploying technology; telecom requests and changes; etc.
• Provide logistical support related to meetings and special events and programs.
• Prioritizing multiple tasks and projects in a fast-paced environment
• Provide other support activities, as needed (such as coordinate travel arrangements, data management, composing memoranda, editing reports, answering correspondence, proofreading outreach materials, etc.).

Basic Qualifications

• 3 years or more of demonstrated financial and administrative experience.
• Demonstrated experience with Microsoft Excel and other Microsoft platforms

Additional Qualifications and Skills

• Successful candidate must be an independent worker, highly motivated, flexible, and adaptable to change with strong organizational skills.
• Proven ability to handle sensitive data with discretion and manage multiple tasks while maintaining excellent attention to detail.
• Excellent organizational, communication, interpersonal, and problem-solving skills.
• Demonstrated ability to independently manage regular and unexpected deadlines and demonstrate initiative.
• Proven ability to establish and maintain good working relationships with colleagues, supervisors, and stakeholders.
• Thoroughness, accuracy, and agility with financial data.
• Ability to work independently and as part of a team.
• Experience with higher education and preferrable Harvard’s financial processes and platforms highly desirable.
• Demonstrated intermediate level proficiency with Microsoft Excel preferred.
• College degree not required, but a plus.

Additional Information

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: $59,027 - $93,064
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.

Job Function

General Administration

Department Office Location

USA - MA - Cambridge

Job Code

403134 Coordinator I

Work Format

Hybrid (partially on-site, partially remote)

Department

Taubman Center for State and Local Government

Union

55 - Hvd Union Cler & Tech Workers

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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