Sr Associate, Admin & Finance
Harvard University
- Cambridge, MA
- $69,404-113,558 per year
- Permanent
- Full-time
- 4 years of relevant experience in finance and administrative operations
- Demonstrated experience with Microsoft Excel and financial systems
- Ability to work independently and as part of a team
- An enthusiasm for rolling up their sleeves to do whatever it takes to get work done
- Skill in managing multiple activities simultaneously, delivering on commitments, and operating with speed, accuracy, and strong judgment
- A strong customer service orientation
- An ability to understand and big picture goals while maintaining a strong attention to detail
- Process oriented / systems focused, with the ability to turn ad hoc into structured
- Thoroughness, accuracy, and agility with financial data
- Experience with Harvard's chart of accounts, financial software, policies and procedures
- Experience with Harvard's HR processes and systems such as PeopleSoft, Fieldglass, etc.
- Demonstrated intermediate level proficiency with Microsoft Excel preferred
- Demonstrated experience with financial systems such as Buy 2 Pay, Concur preferred
- Ability to effectively use Microsoft Word, Excel, Zoom, and PowerPoint
- Knowledge and experience utilizing project management software such as Airtable a plus
- Knowledge of Salesforce a plus
- A bachelor's degree is not required, but a plus
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.DepartmentBloomberg Center for CitiesPre-Employment ScreeningEducation, IdentityJob FunctionFinancePosition DescriptionHR support
- Provide center-wide HR and operational support for staff, faculty, collaborators, fellows, research associates, graduate students, and post-graduate by fellows acting as a liaison to HKS HR on questions related to new hires, appointments, fellows, payroll, term renewals, Harvard sponsored roles, managed service providers, and visa applications
- Manage the new hire and appointment approval process for students, research assistants, temps, LHTs, and fellows
- Oversee and execute process to set-up, onboard, and welcome new staff, students, research assistants, fellows, and collaborators
- Monitor and process term extensions and renewals for staff, students, and fellows
- Monitor and troubleshoot weekly time sheet submission, payroll approvals and notify manager of outstanding time submissions.
- Coordinate off-boarding of departing employees
- Maintain HR files and personnel files
- Review and prepare reimbursements, invoices and corporate card reconciliations on gifts, endowment, and sponsored awards, ensuring compliance with university financial policies
- Review purchasing card, concur travel and expense reports. Provide monitoring and training to ensure efficiency and accuracy
- Process and track payments to faculty, staff, students, fellows that participate in programs, sessions, or Center related work
- Manage Center-wide department card: review and prepare reimbursements, and corporate card reconciliations on gifts, endowment, and sponsored awards, ensuring compliance with university financial policies
- Financial accounts monitoring, journaling funds, and maintenance of Center program and initiative costing strings
- Assist in drafting and stewarding contracts through the approval process when contracted services are required
- Work to ensure adherence to all Harvard University and Bloomberg Center financial policies and administrative procedures
- Procure materials and services and guide contracts through internal approval processes
- Maintains archives of finance records and disposes of files in accordance with retention policies in consultation with other Finance staff as necessary
Admin Operations:
- Support procurement and IT asset management (ordering new computers, collecting computers no longer in use, setup for new employees) as well as file sharing and granting access to shared systems
- Manage Admin & Finance help request form
- Monitor workstation requests, manage available and reservable workstation and requests for zoom enclaves to ensure staff, guests, and visitors feel welcome and have a place to work
- Oversee the organization and accuracy of Administration and Finance's databases (e.g., staff groups/lists, assets/systems inventory, finance costing)
- Assist in scheduling internal meetings
- Manage space-related requests across the center, including booking meeting spaces, reserving workstations, building and suite access, office and kitchen supplies, and incoming/outgoing mail
- Oversee the daily facilities operations across the Center to address needs as they arise, ensuring presentable appearance of the space including monitoring and stocking office/kitchen supplies, manage incoming and outgoing mail, and other needs across the Center
- Serve as primary contact to school partners for related operational and facilities matters (e.g., parking, moving, archiving, carpentry, painting, kitchen, supplies, visitor passes, keys, building access for non-event visitors, etc.)
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.