Part-Time Financial Associate

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.

Key duties and responsibilities

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.