Senior Associate, Admin and Finance

24-Apr-2024

Harvard Kennedy School

65495BR

Job Summary

Founded in 2021, the Bloomberg Center for Cities at Harvard University is a fast-growing global community committed to improving public management, leadership, and governance. The center’s cross-Harvard collaboration unites expertise focused on cities across disciplines and schools to produce research, train leaders, and develop resources for global use.

The Senior Associate, Administration and Finance, reports to the Assistant Director of Administration and Finance. This position supports work of initiatives, programs, labs, staff and faculty across the Bloomberg Center for Cities. The position will manage and execute a wide range of administrative and financial responsibilities that ensure the smooth operation of the center and its programs.

Position Description

HR support

• Provide center-wide HR and operational support for staff, faculty, collaborators, fellows, research associates, graduate students, and post-graduate by fellows acting as a liaison to HKS HR on questions related to new hires, appointments, fellows, payroll, term renewals, Harvard sponsored roles, managed service providers, and visa applications
• Manage the new hire and appointment approval process for students, research assistants, temps, LHTs, and fellows
• Oversee and execute process to set-up, onboard, and welcome new staff, students, research assistants, fellows, and collaborators
• Monitor and process term extensions and renewals for staff, students, and fellows
• Monitor and troubleshoot weekly time sheet submission, payroll approvals and notify manager of outstanding time submissions.
• Coordinate off-boarding of departing employees
• Maintain HR files and personnel files

• Review and prepare reimbursements, invoices and corporate card reconciliations on gifts, endowment, and sponsored awards, ensuring compliance with university financial policies
• Review purchasing card, concur travel and expense reports. Provide monitoring and training to ensure efficiency and accuracy
• Process and track payments to faculty, staff, students, fellows that participate in programs, sessions, or Center related work
• Manage Center-wide department card: review and prepare reimbursements, and corporate card reconciliations on gifts, endowment, and sponsored awards, ensuring compliance with university financial policies
• Financial accounts monitoring, journaling funds, and maintenance of Center program and initiative costing strings
• Assist in drafting and stewarding contracts through the approval process when contracted services are required
• Work to ensure adherence to all Harvard University and Bloomberg Center financial policies and administrative procedures
• Procure materials and services and guide contracts through internal approval processes
• Maintains archives of finance records and disposes of files in accordance with retention policies in consultation with other Finance staff as necessary

• Support procurement and IT asset management (ordering new computers, collecting computers no longer in use, setup for new employees) as well as file sharing and granting access to shared systems
• Manage Admin & Finance help request form
• Monitor workstation requests, manage available and reservable workstation and requests for zoom enclaves to ensure staff, guests, and visitors feel welcome and have a place to work
• Oversee the organization and accuracy of Administration and Finance’s databases (e.g., staff groups/lists, assets/systems inventory, finance costing)
• Assist in scheduling internal meetings

• Manage space-related requests across the center, including booking meeting spaces, reserving workstations, building and suite access, office and kitchen supplies, and incoming/outgoing mail
• Oversee the daily facilities operations across the Center to address needs as they arise, ensuring presentable appearance of the space including monitoring and stocking office/kitchen supplies, manage incoming and outgoing mail, and other needs across the Center
• Serve as primary contact to school partners for related operational and facilities matters (e.g., parking, moving, archiving, carpentry, painting, kitchen, supplies, visitor passes, keys, building access for non-event visitors, etc.)

Basic Qualifications

• 4 years of relevant experience in finance and administrative operations
• Demonstrated experience with Microsoft Excel and financial systems

Additional Qualifications and Skills

• Ability to work independently and as part of a team
• An enthusiasm for rolling up their sleeves to do whatever it takes to get work done
• Skill in managing multiple activities simultaneously, delivering on commitments, and operating with speed, accuracy, and strong judgment
• A strong customer service orientation
• An ability to understand and big picture goals while maintaining a strong attention to detail
• Process oriented / systems focused, with the ability to turn ad hoc into structured
• Thoroughness, accuracy, and agility with financial data
• Experience with Harvard’s chart of accounts, financial software, policies and procedures
• Experience with Harvard’s HR processes and systems such as PeopleSoft, Fieldglass, etc.
• Demonstrated intermediate level proficiency with Microsoft Excel preferred
• Demonstrated experience with financial systems such as Buy 2 Pay, Concur preferred
• Ability to effectively use Microsoft Word, Excel, Zoom, and PowerPoint
• Knowledge and experience utilizing project management software such as Airtable a plus
• Knowledge of Salesforce a plus
• A bachelor's degree is not required, but a plus

Additional Information

This position is a fully benefits-eligible term appointment ending June 30, 2025, 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 four 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: $69,404 - $113,558
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

405007 Financial Professional (N)

Work Format

Hybrid (partially on-site, partially remote)

Department

Bloomberg Center for Cities

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Education, 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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