Assistant Director of Financial Operations

Position Description

• Staff Management: responsible for effective staff management for the finance team, including onboarding and orientation, time approvals, training and development, annual performance reviews, assigning and delegating tasks, monitoring team workflow, and the promotion of an inclusive work environment.

• Financial Business Operations: reviews and approves expenditures, including invoices and reimbursements; prepares journal entries, income transfers, and accruals. Manages Department-wide purchasing and corporate card review, reimbursement reconciliation, and internal billing and invoice management. Serves as main approver of transactions and is responsible for all year-end fiscal processes. Provide technical expertise, problem-resolution, and arranges financial training when needed. Serve as liaison to FAS Finance and Central Finance.

• Budgeting and Planning Process: Communicates budget guidance, establishing internal guidance and procedures. Working closely with the DAO, conducts budget planning (including multi-year financial planning). Prepares and enters budgets in the related system (s) and submits the budget following FAS’s guidance during the annual budget process. Summarizes budget-related information for leadership and makes recommendations regarding budget requests and program changes with financial implications.

• Financial Analysis and Reporting: Conducts financial analysis and forecast to inform financial planning and decision making at the program and leadership level. Develops and provides financial quarterly, monthly, and/or annual financial reporting as needed to support programs, department faculty, overall administration, and FAS requirements. Identifies potential operational challenges and proposes solutions.

• Fund management: Monitors funding sources to optimize resource allocation and ensure stewardship of restricted and unrestricted funds. Funding sources include restricted and unrestricted, endowments, gifts, subvention, and grants, and faculty TADs accounts.

• Policy Compliance: Interprets regulations and guidelines; evaluating, implementing, and disseminating policies and procedures to others within the department; ensures compliance with University policies and procedures and applicable legal rules and regulations.

• Faculty and Leadership Support: Works closely with the Department leadership, faculty, and staff, providing excellent customer service, maintaining discretion, and generating creative solutions to complex problems while upholding policies and regulations. Being flexible and exercising diplomacy is a must.

• Sponsored Research: Responsible for the financial management and administration of a small portfolio of research grants. Reviews budgets for principal investigators prior to submitting the award(s) to FAS RAS, OSP and the agency. Administers grants pre (as back-up when needed) and post award and advises faculty and other research on financial policies and recommends action to ensure budget goals are achieved. Sets up and updates action memos from OSP, for principal investigators. Guarantees timely and accurate closing of accounts. Interacts with affiliated centers including advising on the processing of transactions related to department funds. Works with colleagues in other centers, departments, and schools on financial and non-financial matters. Represents the department to FAS, Central Administration, and the Office for Sponsored Programs.

• Payroll: When needed, serves as time approver and payroll back up for the Director of Administration and others in the finance team. Attends financial, administrative, and research administration meetings. Performs other related duties as required.

• Work Schedule: The position will work a minimum of three days on campus, with more flexibility during the late spring/summertime.

Basic Qualifications

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

Additional Qualifications and Skills

Advanced Excel skills, including macros, pivot tables and spreadsheet modeling. Knowledge of MS Office Suite

Knowledge of advanced financial operations principles, strong financial skills, and the ability to work independently

Supervisory Experience Demonstrated ability to handle sensitive data with discretion

Experience working in a complex and diverse environment with minimum supervision

Well organized, flexible, and able to manage multiple projects simultaneously and meet deadlines. Excellent communication skills are required, both verbal and written

Collaborative working style and ability to build strong relationships with people at all levels of the organization

Understanding of Harvard University financial processes, chart of accounts, and supporting tools valuable a plus as is experience with sponsored research management

Working Conditions

• Work is performed in an office setting
• The position will work on campus a minimum of three days per week

Additional Information

All formal offers will be made by FAS Human Resources

Please submit a cover letter when applying for this position

Benefits

We invite you to visit Harvard’s Total Rewards website 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

F0857M Financial Admin Ops Mgt III

Department

Department of Government

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Credit, Criminal, Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.