Duties and Responsibilities This position is responsible for the day-to-day processing of financial transactions, predominantly in the areas of invoicing and collections. Provides the highest level of financial administrative support and customer service to faculty, program participants and internal staff responsible for operating budgets. Works to ensure timely, informative communication and high-quality support are provided to HGSE faculty and program participants in all phases and aspects of their financial interactions with the Professional Education department. Serves as a key resource for staff for various financial activities, providing information, guidance, and support. Specific duties include:
Collection and Tuition Payments (70%) Manages collections efforts, including making deposits, collections follow-up, invoicing, and reconciliation. Processes and records tuition payments, payment adjustments, and other financial transactions along specified guidelines. Manages the registration systems around financial matters by ensuring that participant data regarding payments, withdrawals, and refunds are managed accurately and in a timely way. Communicates regularly by both phone and email with program participants and other internal and external constituents, responding to inquiries and to close out outstanding account balances. Maintains clear and accurate documentation of interactions, exchanges, and financial transactions. Generates reports detailing accounts receivable status. Monitors aging accounts and escalates payment risks notifications in a timely way. Prepares journals and account reconciliations for the monthly accounting close. Serves as the principal source of information and guidance for portfolio directors and program staff on collections that affect program profit and loss.
Instructional Support Payments (10%) Responsible for processing instructional and academic support compensation following program delivery, including reimbursing individuals, managing and tracking independent contractor agreements, and ensuring contributing academic personnel are paid in an accurate and timely way. Tracks and maintains contract documentation and related policies in a concise and organized manner. Provides appropriate level and frequency of communication to relevant staff across all assigned activities. Traces payments to the general ledger and performs necessary follow-ups internally and externally to ensure the completeness and accuracy of our financial records.
Accounts Payable (10%) Processes vendor invoices, reviews corporate card transactions and reimbursements for operating units across the department. Handles Purchasing Card activities for the department, facilitating new application requests, reviewing spending for coding compliance, gathering and storing receipts per School and University guidelines. Manages and monitors service agreements to ensure work is compliant with contract expectations and timelines. Researches, interprets and administers appropriate university travel policies for all payment and reimbursement requests. Works closely with program delivery staff to ensure all program expenses are recorded to the general ledger correctly and in a timely manner.
Other Responsibilities (10%) As a member of the finance team, provides superior customer service to customers and establishes effective partnerships with staff and colleagues. Participates in the identification of training gaps, develops/delivers training as required. Contributes to policy manual updates. Maintains internal databases and appropriate records and documentation in compliance with the University's retention policies.
Performs other related job duties as required.
Please attach resume and cover letter as one document.
We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.
About the Finance Assistant
The Finance Assistant, reporting to the Finance Manager for HGSE's Professional Education department, performs a broad range of financial transactions, customer service and office support duties. He/she works closely with members of the five-person finance team to ensure the financial management of the department is carried out with professionalism, accuracy, timeliness, and excellent customer service.
About the Harvard Graduate School of Education Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community which values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3+ years financial/accounting experience. Intermediate-level user of Excel.
Demonstrated ability to work in a deadline-driven, collaborative environment to achieve agreed-upon objectives. Proven ability to handle sensitive data with discretion, creatively solve accounting problems, and prioritize and manage multiple tasks simultaneously.
Any applicant wishing to be considered for this position must indicate that they meet all of the basic requirements in either their cover letter or resume.
Applicants wishing to be considered must supply a cover letter in addition to their resume.
Additional Qualifications: Associate degree preferred. Must possess strong written and verbal communication skills. Exceptional organizational skills and ability to prioritize. Ability to work independently and proactively with limited direction. Attention to detail and follow through. Commitment to teamwork in a client-focused, fast-paced, goal- and deadline-driven work environment. Organized, flexible, and able to prioritize in a fast-paced environment. Demonstrated ability to work effectively in a complex organization and across multiple units and levels. Ability to handle confidential information/materials with discretion. Entrepreneurial spirit, flexibility, and high capacity to manage multiple ongoing tasks and competing deadlines. Experience in monitoring and tracking collections preferred.
Competencies for position: Adaptability, Applied Learning, Building Partnerships, Contributing to Team Success, Customer Focus, Professional Responsibility, High Work Standards, Developing Others, Strategic Thinking and Decision-Making, Ability to Influence Others, Valuing Diversity, Positive Attitude.
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.