Reporting to the Senior Financial Partner, the Finance and Administration Coordinator provides a wide range of complex and sometimes confidential administrative and clerical duties to support the day-to-day financial and administrative operations of the department. The Finance and Administration Coordinator supports the Senior Financial Partner in the management of all day to day financial operations for the department including processing payments, preparing financial reports, interpreting and clearly communicating policies, and procedures. The Finance and Administration Coordinator maintains good records and clear communication around contractor/vendor paperwork, including financial paperwork and consulting agreements. This position works closely with Human Resources initiating requests for new student and temporary staff for the department, managing internal record keeping, and maintaining an understanding of Harvard University policies and procedures around student and temporary staff. Overall, the Finance and Administration Coordinator provides general support to ensure the smooth running of the financial and administrative aspects of the department.
The successful Finance and Administration Coordinator combines an understanding of academic settings, a rigorous attention to detail, the ability to prioritize and problem-solve under deadline, and the diplomacy and composure necessary to work with matrixed teams in a complex and fast-moving environment. The Finance and Administration Coordinator is valued by team members for his/her demonstrated commitment to clear and timely communication, effective record-keeping, and management of complex situations with grace and discretion.
Prepares financial documents including purchase orders, payment requests, expense reports and journal vouchers; reconciles weekly PCard reports; collects receipts and required backup documentation
Reconciles monthly general ledger reports and prepares journal adjustments; maintains backup documents
Resolves billing discrepancies with vendors
Interprets and communicates financial policies and procedures to staff; monitors compliance
Provides critical support for annual budget, mid-year review, and year-end close and other regular financial reporting
Maintain records of contract agreements and pool of standard agreement templates; compile required paperwork; manage vendor records in department and University databases
Provide information and guidance to hiring supervisors and managers on policies and procedures regarding student and temporary staff; coordinate closely with HR to ensure that University, State and Federal policies are upheld
Partners closely with HR to streamline new hire requests; troubleshoot time reporting/approval issues in PeopleSoft
Manage student and temporary staff records in department and University databases; ensure new hire requests are tracked in accordance with project budgets;
Distribute weekly time allocation surveys; gather responses, prepare data compilation and calculation formatting; generate reports
Coordinate administrative aspects of staff recruitment; work closely with Human Resources, the hiring manager and the search committee. Distribute resumes, schedule interviews and make travel arrangements as needed
Other duties and projects as assigned
HarvardX is a highly interconnected environment, and its team members blend expertise in academic disciplines, teaching, pedagogy, multimedia production, educational research, project management, software development, data analysis, and instructional technology. All HarvardX hires are made within the context of the larger team setting, to ensure a balance of expertise and leadership across all these domains.
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
Candidates MUST meet the following basic qualifications in order to be considered for this role:
Minimum of 3 years of administrative experience beyond high school is required. Education may count toward years of experience.
College degree preferred, or an equivalent of education plus relevant experience in an office environment.
High level of organization; strong attention to detail; ability to work with diverse populations and to manage complex materials under deadline pressure.
Ability to prioritize work in an environment with multiple and competing interests. Strong interpersonal skills as well as strong written and oral communication skills.
Ability to handle complex and confidential information with discretion.
Ability to work consistently and constructively in a fast-paced, highly matrixed environment.
Excellent computer skills in a PC environment including Microsoft Office, advanced Excel and competency with databases.
Experience with Harvard financial systems helpful.
Ability to work effectively in an open office environment.
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.