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Harvard University Financial Associate II in Cambridge, Massachusetts

52570BRAuto req ID:52570BRJob Code:403127 Financial Associate II Location:USA - MA - Boston Business Title:Financial Associate IISub-Unit:------------ Salary Grade:055Time Status:Full-time Union:55 - Hvd Union Cler & Tech Workers Basic Qualifications:5+ years of related experience required, with at least 2 of those years of experience in finance, grants management, or experience working in an academic environment; a combination of education and experience may be consideredAdditional Information:Harvard offers an outstanding benefits package including:

Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.

Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.

Retirement: University-funded retirement plan with full vesting after 3 years of service.

Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.

Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.

Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.

The Harvard Medical School is not able to provide visa sponsorship for this position.

Department:Program in Medical EducationPre-Employment Screening:Credit, Criminal, IdentitySchedule:35 Hours/week | Monday-Friday | 9:00am to 5:00pmJob Function:Finance Job-Specific Responsibilities:

Duties and responsibilities include:

Financial Transactions:

•Manage day-to-day processing and ensures compliance of financial transactions of assigned PME office orgs, which includes review and approval of P-card transactions, serve as 1st approver of Concur reports, sets up standing POs, payment requests, and non-employee reimbursements, enters correcting journals for miscoded transactions, and approves credit vouchers and HCOM Marketplace orders.

•Review, research and resolve payment requests, POs and concur reports appearing on the committed funds and invoices on hold reports and provide updates to the Director during bi-weekly meeting

•Serves as a resource to PME office by problem solving, troubleshooting issues and providing guidance to them on Harvard travel and procurement policies.

•Working with the Director and other Financial Associate, develop processes, create a procedural/resource manual and do outreach and training for Financial administrators.

•Manage access and requests to financial systems and p-cards.

•Manage the funding allocation of Scholars in Medicine approved research projects, which includes identifying an appropriate endowment that matches the expense with the terms, process reimbursements, reconcile monthly and prepare financial analysis and projections.

•Assist the Director with creating PME office budgets and distributing them to the respectively assigned PME offices.

•Create and distribute quarterly spending reports to PME offices and prepare summary for Director of Finance.

•Reconcile gift and u/d funds, analyze and provide summary of what’s been spent and available balance to Director of Finance.

•Prepare monthly, quarterly and year end accruals for transactions relating to designated PME offices


•Set up temporary/LHT appointments/temporary appointments via QuickHire and maintains personnel records.

•Review monthly HR reports to ensure appointments do not expire.

•Maintain position control spreadsheet for assigned PME offices.

•Enter changes to staff appointments via JDCF and set up additional pay forms.

•Serve as back up time approver/time adjuster.

Teaching Compensation

•Assigned approximately 22-25 course reports during the academic year

•Review course reports received from course managers and calculate compensation, allocate compensation to correct department/organization, determine eligibility of compensation.

•Assisting in researching and resolving any issues raised by departments and making corrections to teaching reports to all impacted departments.

•Sets up POs for faculty compensation and Special Teaching Allocations and releases quarterly payments, as well as process quarterly supplemental payments.

•Process invoices from hospital not paid from Supplement/STA, direct pays and additional pays.

•Maintain tracking spreadsheet of direct payments and additional pays and provide status updates to Director of Finance.

•Along with the Director of Finance and other Financial Coordinator maintains tracking spreadsheet of faculty with appointments that have unique circumstances.

Grants Management

•Enters proposal requests in GMAS and routes for appropriate approval.

•Review assigned grants monthly/bi-month, reconciles and proactively work with PIs to ensure spending remains on target and in compliance with Sponsor’s terms and conditions and University policies.

•Advises PI when technical reports are due, prepares projections and financial status reports for Director’s review and approval.

•Reviews and approves award closeouts with OSP.

School/Unit:Harvard Medical School 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.Job Summary:The Program in Medical Education (PME) at Harvard Medical School is the organizational structure of the medical education programs and comprised of 14 offices and 4 academic societies. Reporting to the Director of Finance and Administration in PME, the Financial Associate II, will perform multiple diverse and complex accounting and financial management duties to support the day-to-day operation of the PME.