The mission of Harvard Business School (HBS) is to educate leaders who make a difference in the world. HBX is HBS's vision of business education reimagined for the digital age. We create online learning experiences that bring business education to life.
The HBX team, dedicated to delivering high quality business education through these innovative online concepts, is in a period of growth and expansion. Benefits include being part of the HBS culture of learning, exposure to the larger University setting, and opportunities to work closely with HBS faculty -- all within a fast-paced and high-energy start-up environment.
Reporting to the Director, Business Operations, the Finance Coordinator will be responsible for day to day management of Accounts Payable and Receivable activities as well as customer services inquiries related to the financial components of our administrative systems. As the Finance team grows with additional participants, this position will train and oversee the work of additional AP/AR staff. Working in close collaboration with members of the Business Operations Team and as a liaison to HBX Support Services for customer financial support, the Coordinator will receive and process all requests and questions as the first line of contact for financial questions.
Manage all incoming accounts payable activity; receiving, reviewing and processing approved invoices. Maintain departmental documentation related to payment activity.
Create Purchase Orders in HCOM, and track spend against approved amounts. Analyze vendor spend versus budget and contract; provide reports and flag potential issues.
Prepare quarterly expense accruals; using CREW, OBI and payment activity to identify invoices which have not hit the GL in the appropriate time period.
Oversee PCard reconciliation process, ensuring expenses have appropriate business purposes and coding; work with Business Operations Specialist to ensure appropriate documentation for each sweep.
Serve as Concur super-user for the department, providing advice and training on how to complete expense report submissions.
Admin System / Accounts Receivable
Record participant and company payments in the HBX administrative system, running reports from other HU systems (such as CREW, OBI) for reconciliation and tracking as necessary.
Participate in the design and testing of new administrative system functionality; make recommendations for enhancements to be added to product roadmap.
Create credit vouchers to record payments received by check.
Create ADIs at month end to upload wires, check payments and other activity into the General Ledger.
In conjunction with the Business Operations Specialist, resolve help desk tickets related to customer payment issues, helping to diagnose root causes, identify options, and craft communications back to participants. Using discretion, escalate as necessary.
Oversee the creation and maintenance of communication templates and processes that enable the Business Operations and Support Services teams to provide consistent, reliable, and timely service.
Analyze ticket data to assist tracking of volume and issue types. Suggest ways that we might improve our payment options or processes accordingly.
Operations & Office Support
Serve as back-up to the Business Operations Specialist on office supply ordering and on calendar management for the Executive Director.
Other duties as required.
Cover Letter is Required.
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Harvard Business School is unable to offer visa sponsorship for this opportunity.
Associates degree in accounting or equivalent experience and 3-5 years of related experience, or BA/BS with 3 years of related experience
Experience within an academic environment preferred.
Excellent written and verbal communication skills.
Ability to manage multiple projects simultaneously.
Excellent judgment and discretion are critical, with an ability to recognize when issues need to be escalated.
Attention to detail and strong customer service orientation.
Ability to work both independently and as a team member.
Knowledge of Word, Excel, PowerPoint required.
Familiarity with HBS or Harvard financial systems is a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. T...he University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.