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Financial Associate II At Harvard University

Location: Cambridge, Massachusetts

Job Description

Job Code

403127 Financial Associate II

Job Summary

The Harvard College Observatory (HCO), a department within Harvard's Faculty of Arts and Sciences (FAS), the research arm for the Astronomy department and a partner in the Center for Astrophysics ½Harvard & Smithsonian (CfA) collaboration is looking for a Financial Associate.

Job-Specific Responsibilities




The Financial Associate serves as the chief procurement administrator and will be responsible for the execution of disbursements, receivables, financial accounting, equipment management, telescope site travel and consortium administration, financial reporting, record keeping, and document management. The Financial Associate manages a full range of financial accounting, training, and administration systems which includes: HCOM; CONCUR, Card Services, PRESTO, HART, GMAS, AR, AP, and other Harvard University systems. The Financial Associate will serve as HCO’s procurement subject matter expert, implement, communicates and train the HCO community on new procurement policies and systems.

Disbursements: Manage buy to pay (b2p), HCOM, Concur, PRESTO and card services, review, processes, and approvals. Review transactions against internal and external policies and guidelines, on p2p, HCOM, PRESTO and Concur procurement systems. Process purchase requisitions; initiate payment requests change-orders, handle vendor invoices and statements. Reimbursement and payment processing using web vouchers, purchasing cards, and corporate cards.

Receivables: Manage departmental invoicing, collections and receipts. External invoicing (using receivable module) and internal billing to SAO and other departments. Obtaining and invoicing against external purchase orders for goods, services, and personnel. Collections and aged receivable management.

Financial Accounting: Journal preparer and approver for non-sponsored. Quarter and Year-end financial close assistance. Monthly reconciliations and reviews of accounting reports. Maintaining internal billing backup. Serves as HCO's Pcard Administrator.

Financial Reporting: Activity-based monitoring, projections, and reporting - Department, SAO, Colloquia and Others - Actuals v Budgets.
HCOM - Holds quantity, price and receiving, committed funds report and escheatment reports. Corporate card outstanding balances tracking and problem resolution. Aged receivables review, follow up and reconciliation with underlying funds.
Periodic review of selected transactions for management review. Volume and metric reporting.

Other: Financial records & document management - Storage, retrieval and compliance to University General Records Schedule.
Laisse with telescope consortium and monitor ~$1 million telescope operating costs. Work closely with Assistant Director and Harvard Insurance Office on unique and often complicated issues related to shipping fabrications to domestic and international sites safely and with appropriate insurance coverage. Administer building budget and related PRESTO processes. Responsible for equipment management and serves as the point person for equipment inventories, compliance, shipping, audits, insurance, tagging, and other equipment procedures.
Serves as financial policies point person and is responsible for training and communicating new policies and systems.
Assist with fiscal month, quarter and year-end processes.

Serves as backup support for peer administrators.
Performs other duties as assigned.

Basic Qualifications

  • Associate degree in accounting or equivalent experience.
  • A minimum of 5 years experience, education beyond high school may count towards experience

Additional Qualifications

  • Bachelor’s degree preferred.
  • History of demonstrated productivity in an administrative setting.
  • Strong written and oral communication skills required. Strong customer service skills.
  • Ability to work independently or collaboratively with minimal supervision
  • Excellent time management and organizational skills. Attention to detail.
  • Ability to handle complex and confidential information with discretion.
  • Strong computer competency and comfort with MS Office, Google Suite and a working knowledge of Harvard systems.
  • Understanding of financial systems and accounting procedures.
  • Ability to handle multiple tasks and prioritize in a fast-paced environment
  • Desire and aptitude to learn complex data query tools required.

Additional Information

All formal offers will be made by FAS Human Resources.

We regret that Harvard University does not provide visa sponsorship for this position.

We invite individuals with diverse backgrounds, experiences and abilities to be a part of our community

Job Function

Finance

Sub-Unit

-

Location

USA - MA - Cambridge

Department

Harvard College Observatory

Time Status

Full-time

Union

55 - Hvd Union Cler & Tech Workers

Salary Grade

055

Pre-Employment Screening

Credit, Criminal, Education, Identity

Schedule

Monday to Friday 9am to 5pm

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.