Financial Associate II (Financial and Administrative Coordinator)

Updated: about 2 months ago
Location: Boston, MASSACHUSETTS

10-Jun-2022

Harvard T.H. Chan School of Public Health

58608BR


Job Summary

Reporting to the Executive Director, this position performs multiple diverse and complex accounting and financial administrative duties for the Division of Policy Translation and Leadership Development (DPTLD) and the Harvard Opinion Research Program (HORP). Working as part of a team, the position manages segments of DPTLD’s financial administration (including Account Payables: employee and non-employee reimbursements, credit card merchant program and vendor payments, individual payments, and others),  and serves as the finance department’s primary informational resource on policies and procedures relating to processing financial transactions.


Position Description

Duties and responsibilities include, but are not limited to, the following:

Financial Administration (50%):

  • Manages the Accounts Payable for the Division and the Harvard Opinion Research Program, utilizing Harvard’s financial tools (Buy2Pay& Concur)
  • Processes and reviews employee reimbursements, corporate card payments, and vendor payments to ensure that submissions comply with university policies and procedures
  • Becomes subject matter expert on financial, procurement, travel and expense reimbursements (including payments to foreign nationals), and payment policies and procedures, which requires communicating regularly and effectively with faculty, staff, students, visitors, and vendors
  • Prepares and monitors financial transactions for assigned accounts, including invoice processing, PCard review and corporate card payments
  • Processes journal adjustments for general ledger accounts, monthly, quarterly and year-end journal entries
  • Processes all accounts payable, researches and resolves any accounts payable issues including possible duplicate invoices, discrepancies between approved purchase orders and invoices received, missing documentation, open invoices including Escheat items and the Committed Funds reports
  • Creates journal entries with pertinent backup documentation
  • The incumbent will be responsible for tracking the project related expenses for the Harvard Ministerial Program, maintaining a database for all events and event contracts, while working closely with the Grants Manager (GM) on the reconciliation of such events. The Ministerial Program runs up to five events per year costing approximately 3M per year
  • Tracks and analyzes data regarding open invoices in Harvard's financial systems. This role will work directly with Harvard’s vendors and Division and HORP financial staff, as well as Program Managers and Directors to address issues preventing payment of invoices and reimbursements.
  • Serves as an informational resource to Division staff on financial policies and procedures pertaining to travel, reimbursement, vendor set-up, accounts payable, and provide training as needed
  • Reviews and maintains the Division's Account Payable email account
General Office Support (25%):
  • Maintains archives of finance records and disposes of files in accordance with retention policies in consultation with other Finance staff as necessary
  • Maintains and orders office supplies
  • Assumes other responsibilities, as assigned
Operations (25%):
  • Oversees the daily operations of the unit and its various components, ensuring compliance with university and federal policies and regulations.
  • Works closely with the Executive Director on Space Management and assigning space
  • Maintains the yearly equipment inventory
  • Orders all operational supplies for the Unit
  • Manages and requests all IT requests (including ordering new computers, removal of computers, Office setup for new employees)
  • Conference room booking
  • Liaison to other offices for related operational requests (parking requests, moving requests, archiving, carpentry, painting request, visitor passes, and other)
PLEASE NOTE: This position has a term appointment of one year from the date of hire with the possibility for extension.

Basic Qualifications

  • 5+ years of related experience is required; a combination of education and experience may be considered

Additional Qualifications and Skills

The following job-specific skills and competencies are preferred:

  • Bachelor’s degree in Accounting or Finance
  • Accounting or business training
  • Knowledge of Harvard University accounting and budget systems, Oracle Financial Systems, Microsoft Office, PeopleSoft, Concur a plus 
  • Strong Microsoft Word and Excel skills, as well as ability to learn new computer applications
  • Demonstrated detail orientation and consistent follow-through
  • Exceptional customer service skills and attention to detail are essential
  • Experience with setting priorities, meeting frequent deadlines, and working under pressure
  • Experience handling complex and confidential information with discretion
  • Excellent organizational, interpersonal and communication skills
  • Experience working well independently, and in a team environment
  • The ideal candidate is flexible and takes initiative
The following cultural competencies are also preferred:
  • 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

Additional Information

PLEASE NOTE: The primary work location for this position is Boston, MA and in order to be on Harvard payroll, you must reside in one of the following states – MA, NH, RI, ME, CT, VT, NY, or MD. We are also working primarily remotely at this time due to the COVID-19 pandemic. Until our return to campus, this interview process and position will be conducted virtually – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is only temporary. Local, on-campus work will be required as a condition of continued employment once the School and this role return to an operational status that supports it. The Harvard T.H. Chan School of Public Health will support flexible work schedules upon this return, subject to individual departments’ business needs.

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Harvard University offers an outstanding benefits package including:

  • Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee's start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
  • Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
  • Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events -- and many discounts for various cultural and leisure activities throughout metro Boston.
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. The O&R period will be waived for any internal Harvard employee transfers.
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The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage .


Location

USA - MA - Boston


Job Code

403127 Financial Associate II


Department

Division of Policy Translation and Leadership Development


Union

55 - Hvd Union Cler & Tech Workers


Pre-Employment Screening

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 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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