Financial Associate I and Officer
Company: Harvard University
Location: Cambridge
Posted on: August 6, 2022
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Job Description:
58556BRAuto req ID:58556BRJob Code:400110 Financial Associate I
Location:USA - MA - Cambridge Business Title:Financial Associate I
and Office CoordinatorSub-Unit:------------ Salary Grade
(https://hr.harvard.edu/salary-ranges#ranges) :054Time
Status:Full-time Union:55 - Hvd Union Cler & Tech Workers 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 toprioritize, be highly
organized, detail oriented and excellent with time management
skills to meetdeadlines. The position requires the ability to work
both independently as well as within in acollaborative environment,
thus flexibility, accountability and follow-thru are all
essential.Strong interpersonal, written and verbal communication
skills are important, as the incumbentmust be able to communicate
effectively and professionally with faculty, students,
departmentvisitors and peers. Solid writing, editing and
proofreading skills. This position requires soundjudgment, tact,
maturity and poise. Must understand confidentiality requirements,
handle suchinformation 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.Additional Information:The standard
schedule is Monday - Friday, 9am - 5pm, but the ability to work
outside of the standard schedule will be required as dictated by
program and business needs.All formal offers will be made by FAS
HRDepartment:African and African American StudiesPre-Employment
Screening:Identity Schedule:Monday through Friday, 9AM-5PMJob
Function:Finance 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.School/Unit:Faculty of Arts and Sciences 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.Working Conditions: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
(https://www.harvard.edu/coronavirus/covid-19-vaccine-information/)
. 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/.
Job Summary: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.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.
Keywords: Harvard University, Cambridge , Financial Associate I and Officer, Accounting, Auditing , Cambridge, Massachusetts
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