Financial Assistant-Operations in Boston MA

Summary

Financial Assistant-Operations

Harvard University Posted on 2022-11-18

Salary	Not mentioned
Location	Boston, MA
Type	Full-time

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Job Description

Job Summary

Reports directly to Associate Director of Financial and Operations and provides a broad variety of accounting, administrative and financial support functions.

Position Description

• Provides guidance to Year Up interns and college/high school interns on department policy and practices.
• Provides guidance on appropriate financial processes and assists in problem resolution.
• Reviews financial data and takes appropriate action according to specific guidelines or accounting procedures. Initiates and takes remedial action.
• Prepares and processes operating and capital Buy2Pay (B2P) Purchase Orders and vendor invoices for payment.
• As requested, runs financial reports through University’s financial systems (OBI/HART).
• Direct contact with vendors and HU Accounts Payable.
• Assists with monthly, quarterly and end of fiscal year financial close out activities.
• Assists with contract management from creation, tracking and file keeping.
• Works closely with project managers and managers on related deliverables.
• Corresponds with vendors on executed purchase orders and contracts.
• Enters all operating contracts in tracking database.
• Provides budget tracking on such key areas as contractor staff overtime utilization and major vendor accounts payable status.
• Prepares and distributes monthly reporting.
• Prepares timely financial reports from HU Financial Reporting System (HART).
• Reviews reports to assure compliance with established policies and practices.
• Answers procurement related requests from staff, faculty, students, and vendors in a timely and comprehensive manner.
• Responds to customer complaints and forwards information to appropriate manager.
• Candidate must become familiar with Harvard and HBS financial policies and practices.
• Manages issues with the strictest standards of confidentiality, professionalism, discretion, accuracy and efficiency.
• Maintains filing system of all relevant financial activity ranging from invoices, contracts, purchase orders, construction project documentation, insurance certificates and other items.
• Ensures all office supplies and equipment (desktops, printers, copiers, etc.) for the Shad Operations location are well organized, maintained and stocked.
• Orders items and requests repair services as required.
• Updates department digital signage with relevant content.
• Assists with the updating of the department’s Org chart.
• Performs monthly billing and collections for other departments and outside vendor using QuickBooks.
• Works collaboratively to research and resolve financial issues and escalating as needed.
• Participants on monthly Capital projects meetings and documents key points and shares with attendees.
• As required and assigned, works on specific activities and projects to improve overall effectiveness of the Operations.
• Provides general administrative assistance to Operations Managers and others as necessary.
• Performs other duties and responsibilities as assigned.

Basic Qualifications

• High school diploma, GED, or equivalent required.
• 2 years of related financial/office experience required.
• Education beyond high school may count toward experience.
• Microsoft Office (Word, Excel, PowerPoint, and Outlook) experience is a must.

Additional Qualifications and Skills

• Must possess excellent decision making and organizational skills.
• Ability to communicate well in verbal and written form is essential.
• Self-motivated and can take initiative to resolve problems.
• Must be able to meet deadlines in fast paced environment.
• Ability to manage multiple projects and tasks simultaneously under time pressure.
• Strong attention to detail, accuracy and timelines is a must.
• Strong problem solving, analytical and interpersonal skills required.
• Ability to communicate effectively and build relationships with other Harvard department employees and vendors.

Additional Information

This role is offered as a hybrid (some combination of onsite and remote) where you are required to be onsite at our Boston, MA based campus 2-4 days per week. Specific days and schedule will be determined between you and your manager.

While we continue to monitor the evolving COVID-19 guidelines and restrictions, we appreciate your understanding and flexibility with our interview process. Please note that we will be conducting interviews virtually (phone and or Zoom) for selected candidates until further notice.

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

A cover letter is required to be considered for this opportunity.

Harvard Business School will not offer visa sponsorship for this opportunity.

Culture of Inclusion: The work and well-being of HBS is profoundly strengthened by the diversity of our network and our differences in background, culture, national origin, religion, sexual orientation, and life experiences. Explore more about HBS work culture here https://www.hbs.edu/employment.

Job Function

Finance, General Administration

Location

USA – MA – Boston

Job Code

403020 Staff Assistant II

Sub-Unit

–

Department

Operations

Time Status

Full-time

Salary Grade

051

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

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.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Company description:

For many people, the most compelling aspect of working at Harvard is the sense of mission and community that permeates every school, department, program, and organization on campus. It’s a vibrant crucible of intellectual activity, research, knowledge creation, learning, and teaching. Here, results matter and creativity flourishes. We’re united by a culture that strives for excellence, but also supports us in our work.