Finance Assistant, Executive Education

22-Mar-2024

Harvard Business School

65242BR

Job Summary

We educate leaders who make a difference in the world. Harvard Business School (HBS) Executive Education brings together senior executives from the world’s most influential organizations, resulting in unparalleled diversity. We achieve our mission by working closely with faculty to design and deliver over 170 Open Enrollment and Custom programs to over 13,000 participants annually, from over 130 countries. Open Enrollment programs range from a few days to a few weeks over a period of months, while Custom engagements help largely Fortune 1000 companies implement strategic changes and build organizational capabilities.

Most programs are delivered on the HBS campus, where Executive Education has nine dedicated classrooms and more than 500 dedicated bedrooms in three executive residences. To meet the diverse needs of our community, our programming now includes in-person, virtual, and blended options. The Executive Education department consists of the following teams: open enrollment, global, and custom program portfolio management; guest services; marketing; corporate sales; program operations; technology services; enrollment and admissions; and finance.

Position Description

As a core member of the Finance team, the Finance Assistant will demonstrate exceptional customer service and communication skills to assist our participants with timely payment submission from a variety of funding sources. This person will interact extensively with participants and contribute to an exceptional on-boarding experience for our learners.

• Reporting to the Associate Director of Accounting and Finance and coordinating with other Finance team members and Program Delivery staff, ensure participants have an exceptional experience when reaching out to our organization with invoicing or payment questions.
• Play a lead role in the shared ExEd Finance email inbox and phone line. Provide a high level of customer service to participants and their internal corporate finance contacts (e.g., company accounts payable representatives).
• Facilitate timely receipt of incoming payments by:
  • Using external (participant/client) supplier and procurement systems to establish HBS Executive Education as an active payable vendor.
  • Completing documentation requests and providing attestation forms and banking information.
  • Facilitating the review process for participant/client agreements and questionnaires, ensuring compliance with School and University policies.
  • Assisting clients with tax compliance inquiries and documentation requests, coordinating with the central Harvard University tax office, when necessary.
• Serve as the Department of Veteran Affairs (VA) Certifying Official for HBS Executive Education:
  • Become the internal specialist and knowledge hub for all participant VA benefits-related requests.
  •  Work closely with Harvard University’s central VA team on policies, processes, and documentation.
• Process veterans’ benefits requests in the VA online system, monitor process from submission through to payment, and document internal notes in Executive Education’s Salesforce system to provide accurate information to colleagues.
• Manage participant transfers in Salesforce, including related financial transactions; review transfer form instructions from program delivery teams, process necessary financial transactions (e.g., credit notes and new invoices) and initiate refunds as necessary.
• Provide time-sensitive reports to functional areas, including but not limited to:
  • Monthly unpaid invoices and invoice aging reports
  • Weekly payment transfers reporting and accounting journal entry
• Provide backup coverage for participant invoicing function in Salesforce and other finance functions as needed.
• Participate in bi-weekly team meetings and recommend process improvements based on knowledge, experience, and observations. 
• Perform additional duties or special projects, as needed.

Basic Qualifications

• High school diploma, GED, or equivalent required.
• 3+ years of related experience on a finance team is required, including demonstrated experience in accounts receivable, collections, and financial reporting is required.
• Education beyond high school may count toward experience.
• Proficiency in Excel is required.

Additional Qualifications and Skills

Other Required Qualifications:

• Exceptional communication and customer service skills are required.

• Experience with Salesforce strongly preferred.
• Experience working with large-scale supplier/procurement systems a plus.
• Basic understanding of bookkeeping and accounting practices is a plus.
• Strong analytical and creative problem-solving skills are a plus.

Additional Information

This is a 40-hour/week, overtime-eligible position.

This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA-based campus 2 days per week. Specific days and schedules will be determined between you and your manager.

We may conduct candidate interviews virtually (phone and/or via Zoom) and/or in-person for this role.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment .

About Us

Founded in 1908 as part of Harvard University, Harvard Business School (www.hbs.edu ) is located on a 40-acre campus in Boston. The School offers two full-time MBA and PhD programs, more than 175 Executive Education programs, and certificates and courses through Harvard Business School Online. For more than a century, Harvard Business School faculty have drawn on their research, connection to practice, global expertise, and passion for teaching to educate leaders who make a difference in the world. The School and its curriculum attract the boldest thinkers and the most collaborative learners who will shape the practice of business and entrepreneurship around the globe.

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

400103 Accounting Assistant V

Work Format

Hybrid (partially on-site, partially remote)

Department

Executive Education

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, 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.

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