26 days old

Financial Associate I and Office Coordinator

Harvard University
Cambridge, MA 02138
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  • Job Code
    181300270
Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
Reporting to the Director of Administration and Operations (DAO), serves as the department's financial associate and office coordinator with oversight of general administration and financial processing. Provides administrative support for the DAO, faculty, and staff.

Position Description
Office Coordinator
  • Serves as principal source of information on established department policies and advises faculty, students, staff, and general public.
  • Sorts and distributes mail. Handles assignment of department mailboxes, distribution and collection of mailbox keys for faculty and staff, and access to keys for shared departmental spaces. May make deliveries on campus.
  • Prepares and maintains unit's records (such as financial, personnel, administrative, student), reviews complex documents, reports, etc., to assure compliance with University requirements and/or government regulations, and notifies supervisor of unusual situations. May assist in preparation of grant proposals; may provide policy interpretation on grant parameters.
  • Drafts, edits and prepares correspondence, reports and other material using word processing, spreadsheets and/or databases
  • Manages office supply inventory and orders supplies as needed.
  • Maintains communal areas of department and serves as primary contact for reporting service needs to building management, security and/or HUPD.
  • Provides for smooth day-to-day flow of communications within the unit and serves as primary contact responsible for telecommunications and office equipment including photocopier, fax, printer, shared computers/printers, water, etc. May serve as IT point person for department; Collaborates with communications coordinator to provide assistance in management/production of communication outlets/platforms (i.e. annual report, social media, electronic message board, various departmental websites, printed programs)
  • Coordinates and tracks loan process for department media equipment.
  • Working with a pre-assigned event budget, assists with planning/logistics and setup/breakdown for events, meetings, conferences, retreats, etc. Arranges for use of facilities and advise availability of service within and outside the University for gatherings such as conferences and seminars. Assigns and coordinates classroom, AV and other facilities on behalf of the department; makes recommendations for food and activities for event participants.
  • Organizes the department's annual graduation party.


Financial Associate
  • Oversees day to day processing of financial transactions and accounting procedures.
  • Processes or assists with processing payments of all vendors invoices and individual reimbursements, and researches accounting discrepancies
  • Manages accounting and record keeping systems, and establishes procedures for tracking and reporting, including recommending remedial measures
  • Prepares journals
  • In collaboration with the DAO, prepares budget for department, working with core or sponsored research funds, oversees accounts, monitors balances and reconciles accounts.
  • Is the primary contact for department's vendors.
  • Serves as PCard Administrator.
  • Hires work-study students and temporary staff as needed.
  • Runs weekly and monthly payroll registers. May prepare various payroll documents including monthly, semi-monthly, and weekly payroll;
  • Maintains departmental financial files for faculty, staff, students, vendors, etc.
  • Reviews financial data providing research and data analysis to present for use in planning and decision making and prepares monthly financial reports for faculty to monitor spending on various funds.
  • Serves as principal source of information on complex fiscal policies and procedures including restrictions imposed by endowment terms or donor designation, and advises faculty, students, or staff on existing options or alternatives
  • Works with DAO, FAS Finance and other University offices to troubleshoot problems.


Basic Qualifications
3+ years of financial and administrative experience in an office environment.


Additional Qualifications and Skills
Experience with Microsoft Office, including Outlook, Word, and Excel. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion.

Strong customer service skills and enthusiasm for working in a front line role. Must be able to
prioritize, be highly organized, detail oriented and excellent with time management skills to meet
deadlines. The position requires the ability to work both independently as well as within in a
collaborative environment, thus flexibility, accountability and follow-thru are all essential.
Strong interpersonal, written and verbal communication skills are important, as the incumbent
must be able to communicate effectively and professionally with faculty, students, department
visitors and peers. Solid writing, editing and proofreading skills. This position requires sound
judgment, tact, maturity and poise. Must understand confidentiality requirements, handle such
information with a high level of discretion and respond appropriately to confidentiality issues.
Open and adaptable to change and able to balance shifting priorities. Proficiency in MS office software, email, calendaring systems. Willingness to learn to use new software as needed.



PI181300270

Posted: 2022-06-07 Expires: 2022-07-09

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Financial Associate I and Office Coordinator

Harvard University
Cambridge, MA 02138

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