Duties and responsibilities include, but are not limited to, the following:
Financial Administration (50%):
Processes and reviews employee reimbursements, corporate card payments, and vendor payments to ensure that submissions comply with university policies and procedures.
Become 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
Reconciles credit vouchers and capital projects monthly. Processes journal adjustments for general ledger accounts, and monthly, quarterly and year-end journal entries
Provides accurate information about the GLACIER Process and setup for the Ministerial Programs
Process all accounts payable, research and resolve 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 HCOM Committed funds reports
Create journal entries with pertinent backup documentation
Track the project related expenses for the Harvard Ministerial Program maintaining a database for all events and events' contracts and work closely with the ADF on the reconciliation of such events. (The Ministerial Program runs up to five events per year costing approximately 2.5M per year.)
Track and analyze 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
Administers the credit card merchant program for the Division, including training for credit card accepters, compliance with policies and procedures, processing of credit card payments, and reconciliation of bank accounts
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
Budget Support (25%):
Provides support in reporting, budgeting, and analysis for assigned accounts/projects. Responsibilities include preparing monthly budget reports, salary allocation, and journals, assisting in budget preparation and forecasting, and entering budget information into HUBS (Harvard's budget system), and tracks expenses for accounts on a monthly basis for assigned accounts
Supports assigned accounts throughout the year by monitoring spending, investigating unusual transactions, preparing journals to correct errors, and ensuring spending and funding sources are appropriate compared to budget and the University and Sponsor regulations and policies
Assist with the preparation of basic proposals electronic upload to the central office
General Office Support (15%):
Enters data for temporary staff weekly payroll
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
Duties and responsibilities will be continued in the "Additional Information" section.
PLEASE NOTE: This position has a term appointment of 1 year from date of hire, with the possibility of extension.
Duties and Responsibilities continued:
Oversees the daily operations of the unit and its various components, ensuring compliance with university and federal policies and regulations
Work closely with the ADF on Space Management and assigning space
Yearly equipment inventory
Manage the Studio equipment requests together with the Finance Manager of the Studio and the ADF
Orders all operational supplies for the Unit
Manage and request all IT request (including ordering new computers, removal of computers, Office setup for new employees)
Conference room booking for Voices in Leadership and the Forum
Liaison to other offices for related operational requests (parking requests, moving requests, archiving, carpentry, painting request, visitor passes, and other)
Other duties as assigned
PLEASE NOTE: This position has a term appointment of 6 months from date of hire, with the possibility of extension.
Harvard University requires pre-employment reference checks and background screenings.
This position has a 90/120 day orientation and review period.
The Harvard T.H. Chan School of Public Health does not provide visa sponsorship for administrative and staff positions.
The Harvard T.H. Chan of Public Health is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives. To learn more about the Chan School's mission, objectives, and core values, please visit our website here.
Harvard offers an outstanding benefits package including:
Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services. Harvard access to athletic facilities, libraries, campus events and many discounts 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!
Salary Grade: 054
Union: 55 - Hvd Union Cler & Tech Workers
3+ years of experience is required; a combination of education and experience may be considered
Bachelor's degree is strongly preferred; in Accounting, Finance or related field is a strong plus
Accounting or business training is preferred
Strong Microsoft Word and Excel skills, as well as willingness to learn new computer applications preferred
Demonstrated detail orientation and consistent follow-through preferred
Exceptional customer service skills and attention to detail preferred
Sets priorities, meets frequent deadlines, and works well under pressure preferred
Handles complex and confidential information with discretion preferred
Excellent organizational, interpersonal and communication skills preferred
Work well independently and in a team environment preferred
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.
Internal Number: 51574BR
About Harvard University T.H. Chan School of Public Health
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. The 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.