Accounting Assistant

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Radcliffe Institute?

The Radcliffe Institute for Advanced Study at Harvard University, known colloquially as Harvard Radcliffe Institute, is one of the world’s leading centers for interdisciplinary exploration. We bring together students, scholars, artists, and practitioners to pursue curiosity-driven research, expand human understanding, and grapple with questions that demand insight from across disciplines.

The Fellowship Program annually supports the work of 50 leading artists and scholars. Academic Ventures fosters collaborative research projects and sponsors lectures and conferences that engage scholars with the public. The Schlesinger Library documents the lives of American women of the past and present for the future, furthering the Institute's commitment to women, gender, and society. The Emerging Leaders Program is a youth leadership development program partnering local high school sophomores with Harvard undergraduates in a mentoring relationship.

The Institute’s work is shaped by its history as the former Radcliffe College—a school founded to ensure that the standard of education embodied in Harvard was accessible to women, who were then excluded from the University. But the legacy of Radcliffe College is not simply coeducation at Harvard; it is the recognition that universities will always be greater when they draw wisdom and talent from the widest possible pool.

Take a look at this video to get different staff perspectives on working at Harvard Radcliffe Institute !

Job Description

Job Summary:

Reporting to the Associate Director of Financial Operations, the Accounting Assistant supports the centralization and processing of accounts payable for the Harvard Radcliffe Institute. Working as part of the Finance team, this position is primarily responsible for accurate and timely invoice processing and payments to vendors and individuals (including honoraria and independent contractors).

The Accounting Assistant will work extensively within institutional financial systems to ensure that transactions are properly coded, fully documented, and compliant with University and Institute policies. As invoice processing is centralized into the Finance Office, this role will handle a significant volume of routine, time-sensitive transactions and will be cross-trained to assist with other financial processing functions as needed.

Job-Specific Responsibilities:

Accounts Payable and Invoice Processing:

• Processes a high volume of vendor invoices, honoraria, and other payables in the Institute’s financial systems, ensuring accuracy, completeness, and timeliness.
• Reviews submissions for proper coding, required approvals, and supporting documentation, following established policies and procedures.
• Ensures payments to vendors, independent contractors, and individuals are processed in accordance with contractual terms and internal deadlines.
• Monitors aging invoices and proactively follows up with departments and approvers to resolve issues and avoid delays.
• Runs basic reports to monitor transaction status, identify outstanding items, and support month-end or year-end activities as directed
• Works daily within institutional financial systems to enter, review, and track accounts payable transactions.
• Prepares and processes employee business expense reports, validating receipts, categorizing expenses, resolving discrepancies, and using Concur to ensure accurate and timely reimbursements.

Compliance, Documentation, and Recordkeeping

• Verifies that transactions comply with University, Institute, and departmental policies, including procurement, travel, and reimbursement guidelines.
• Ensures that required backup documentation (contracts, W-9s, receipts etc.) is obtained, organized, and retained in accordance with recordkeeping and retention policies.
• Helps identify and resolve discrepancies, errors, or incomplete information, and prepares correcting entries or journals under supervision.

Coordination and Customer Service

• Serves as a point of contact for departments across the Institute regarding invoice and payment questions, required documentation, and basic policies and procedures.
• Communicates clearly and professionally with staff, faculty, external vendors, and other community members to obtain information, resolve issues, and provide status updates on payments.
• Assists in educating departmental staff on proper invoice submission processes and timelines as centralization of invoice processing is implemented.

Cross-Training and Other Financial Support

• Is cross-trained in selected financial functions to provide backup coverage and support the broader Finance team.
• Assists with routine reconciliations, financial documentation, and other administrative tasks in the Finance Office as needed.
• Participates in special projects and performs other duties as assigned to support the goals of the Finance department.

Working Conditions:

• This position works in a professional, temperature-controlled office environment and uses standard office equipment such as computers, phones, copiers, and filing cabinets.
• The role is hybrid. Regular on-campus presence 2–3 days per week is required, with remote work on other days as approved by the supervisor.
• The standard work schedule is Monday–Friday, 9:00 a.m. to 5:00 p.m. (35 hours per week).
• Occasional flexibility in schedule (both hours and work location) may be required to meet deadlines, support peak workload periods (e.g., month-end, year-end, audits), or attend meetings/events.
• The noise level in the work environment is generally low to moderate.

Physical Requirements:

The demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions.

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to use hands and fingers to operate a computer keyboard, mouse, and other office equipment.
• Ability to lift and carry office supplies and files up to 15–25 pounds occasionally.
• Ability to reach, bend, and stoop occasionally to access file cabinets, office equipment, and supplies.
• Ability to see and read information on a computer screen, spreadsheets, and printed documents.
• Ability to communicate clearly in person, over the phone, and via email.

Qualifications

Basic Qualifications:

• Associate’s degree in accounting, finance or business training
• Three or more years of related accounting, accounts payable, or financial administration experience preferred.
• Proficiency with Microsoft Word, Excel, Outlook; must be able to learn new computer applications.

To be successful in this role the individual will need to possess the following skills and competencies:

• Strong attention to detail and accuracy in financial data entry, review, and documentation.
• Proven ability to manage high volumes of time-sensitive work, prioritize effectively, and meet deadlines.
• Strong organizational skills, including maintaining orderly records and tracking multiple tasks simultaneously.
• Excellent written communication skills, especially for professional, clear, and courteous email correspondence.
• Effective verbal communication and customer service skills; ability to work productively with all community members and external vendors.
• Ability to interpret and apply financial policies and procedures and to identify issues that require escalation.
• Ability to work independently with minimal supervision while contributing to a collaborative team.
• Demonstrated judgment and discretion in handling confidential and sensitive information.
• Flexibility and initiative in solving problems and improving processes.

Additional Qualifications and Skills:

• Bachelor’s degree in accounting, finance, business, or related field.
• Experience with enterprise financial systems, particularly Oracle.
• Familiarity with Buy-to-Pay (B2P) or similar e-procurement systems.
• Experience using Concur or comparable expense management/travel reimbursement systems.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Employment

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.