Job Summary
This role is responsible for a variety of financial administration (including sponsored research and capital projects), human resources, academic affairs, and general administrative assistance, including contract management and other special projects.
This position serves as a principal resource for information on internal and external financial policies and procedures. They interact with all Harvard Forest staff and researchers including visiting researchers and external collaborators and a variety of central University offices and external vendors.
Position Description
Financial Administration:
- Ensure accurate and timely recording of financial transactions by preparing various journal entries, internal billings, and travel expense reporting on a regular basis.
- Perform account reconciliations and remedies.
- Recommends improvements for processes.
- Maintains and serve as a principal resource of complex financial policies at the university, school, and department level.
- Query financial records and prepare complex financial reports for use in decision making.
- Analysis of spending patterns and trends.
- Responsible honorarium payments and corresponding documentation
- Train new staff on financial processes and policies.
- Back up for Accounting Associate duties.
- Manage financial records and file retention in accordance with Harvard’s General Record Schedule (GRS).
Sponsored Research Assistance:
- Maintain expertise in the area of research administration to be able to support labs. This may take the form of non-financial progress report compliance and ancillary document preparation and guidance at proposal stage.
- Entering and revising budgets in Grants Management Application Suite (GMAS) at award stage and throughout life of award.
- Setting up and maintaining various tracking spreadsheets to assist with transaction monitoring.
Capital Project & Equipment Management:
- Develop budgets with Director of Administration & Facilities (DAF) and project manager.
- Oversee contractor selection and create contracts, obtain insurance documentation, and monitor payment milestones and deadlines.
- Process invoices and internal journal entries as needed.
- Tracking and reconciling costs to budgets.
- Communicate with Office for Physical Resources & Planning (OPRP) and Harvard Forest (HF) project team regarding status of projects.
- Track capital equipment transactions such as new purchases and disposals.
- Provide guidance on policies and procedures.
- Coordinate departmental inventory every two years.
- Manage financial records and file retention in accordance with Harvard’s General Record Schedule (GRS).
Contract management:
- Contract and service agreement creation and management, including monitoring payment milestones and deadlines.
- Obtaining proof of insurance from new contractors and maintaining for ongoing contractors.
- Oversee independent contractor process.
- Creating bid requests for utilities such as propane and electricity.
Human Resources Coordination and Academic Affairs:
- Management of Temporarily and Less-than Half Time (LHT) appointments including processing all aspects of their appointments, ensuring their on-boarding, and approving their weekly payroll.
- Responsible for all academic appointment stewardship including postdocs, associates, visiting scholars, Bullard Fellows, and other fellows, including the various aspects of onboarding each of these categories of academic appointments.
- Assists and acts as backup to Department of Administration and Facilities (DAF) on all appointment processing and onboarding for all Forest FTE, particularly Research Assistants and Technicians
- Manages confidential files and employee personnel records.
General Administration:
- Support the department with phone and in-person inquiries. Backup to department coordinator on conference center tasks.
- Maintain water operations paperwork and ensure compliance with testing schedule in accordance with MA Department of Environmental Protects (DEP) regulations.
- Maintain and recommend department financial and facilities-use policies and procedures.
- Complete other tasks as needed
Basic Qualifications
- Associate's degree or equivalent experience.
- Three to five years of related experience.
Additional Qualifications and Skills
- Written and oral communication skills required.
- Computer competency requiring spreadsheet and database software required.
- Ability to work independently with minimal supervision.
- Ability to handle complex and confidential information with discretion.
- Familiarity with Harvard University financial applications.
- May be tested on appropriate computer skills.
Physical Requirements
- Sitting using near vision for computer use for extended periods of time
Working Conditions
- Work is typically preformed in an office environment.
Additional Information
- We regret that Harvard University is unable to provide work authorization and/or visa sponsorship for this position.
- All formal offers will be made by FAS Human Resources.
Work Format Details
- This is a hybrid position that is based in Petersham, Massachusetts.
- Additional details will be discussed during the interview process.
- All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only).
Benefits
We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:
- 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.
Job Function
Finance, General Administration
Department Office Location
USA - MA - Petersham
Job Code
400110 Financial Associate I
Work Format
Hybrid (partially on-site, partially remote)
Department
Harvard Forest
Union
55 - Hvd Union Cler & Tech Workers
Pre-Employment Screening
Credit, Criminal, Education, 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.
LinkedIn Recruiter Tag (for internal use only)
#LI-CM1
