Part-Time Financial Associate

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

Job Description

The Office for Research Initiatives and Global Programs at Harvard Medical School oversees inter-departmental and inter-institutional research initiatives, fellowship programs, research cores, and education and training programs. Spanning about 40 different programs implemented by 50+ faculty and staff through an annual budget of about $30M, the Office for Research Initiatives and Global Programs is seeking a Part-Time Financial Associate to support our growing portfolio. Reporting to the Assistant Director for Research Administration and Finance and supporting a team of three finance and grants professionals, the Financial Associate will be responsible for daily financial transactions including invoice payments, accounting adjustments, and expense review. The ideal candidate will bring outstanding organizational skills, attention to detail, and an appreciation for structured financial processes.

Key duties and responsibilities of the Financial Associate include:

Invoice Preparation, Review, and Payment

• Perform preliminary review of assigned subaward invoices for discrepancies.
• Enter invoices into Harvard’s AP system in a timely manner.
• Prepare and submit invoices for billing agreements ensuring proper coding, approvals and compliance that aligns with departmental policies and procedures.
• Review AP system requisitions ensuring invoices are being processed and approved for payment.
• Review transaction listings ensuring invoices are paid and processed to the General Ledger
• Route finance-related questions and concerns to grant management team.

Account Tracking and Closeout

• Populate internal award closeout and interim financial report checklists.
• Support grant management team to complete reconciliation and closeout.
• Draft journals, including income transfers and personnel allocation adjustments

Expense Report Review and Processing

• Review of travel reports and credit card reports for adherence to School financial policies (travel policy)
• Review interim and final award financial reports and identify potential issues to finance and grants team
• Download transaction listings and partner with grant management colleagues to prepare reports
• Maintain strong internal controls for financial accuracy.

Other tasks as assigned

Qualifications

Basic Qualifications:

• 3 or more years of experience in finance or accounting or related field. Higher education may count towards experience.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• Prior experience with financial systems and policies necessary.
• Working knowledge of sponsored research regulations preferred.
• Demonstrated skills in MS Excel, Adobe, MS Word, and ability to learn new software and systems (including web-based tools).
• Organizational skills with the ability to simultaneously track multiple tasks.
• Ability to work independently with guidance from colleagues.
• Dedication to continued advancement and open to learning new tasks.
• Exceptional attention to detail.
• Ability to work discretely with confidential information required.
• Enthusiasm for administrative structures, financial systems, and policies.
• Interest in career growth in higher education finance and/or research administration preferred.

Additional Information

• Appointment End Date: This is a one-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
• Standard Hours/Schedule: Please note this is a 17.5 hours (0.5 FTE) per week position, preferably 4-5 days per week with a full (7-hour) day on Tuesdays.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.