Coordinator II

Reporting to the Director of Administration (DA), this position serves as the department’s financial associate and IT liaison with oversight of financial processing, budget management, and departmental technology. Provides financial and technical support to the DA, faculty, and staff.

Financial duties include:

• Ensure lifecycle completion of transactions: vendor set-up, reimbursements, purchase orders and invoices, honoraria; arranging travel and lodging for departmental visitors and job candidates; P-card review and reconciliation; wire transfers and special handling requests; monthly reconciliation; fiscal year closing duties
• Monitors core budgets, special projects, and grants, and tracks accounting discrepancies
• Prepares journals
• In collaboration with the DA, prepares the yearly budget projections for the department
• Hires temporary student workers and research assistants as needed
• Maintains department financial files for faculty, staff, students, and vendors
• Monitors faculty research accounts and communicates remaining balances as needed
• Serves as principal source of information on fiscal policies and procedures
• Works with DA, FAS Finance, and other University offices to troubleshoot problems
• Custodian of petty cash

Technical duties include:

• Serves as the primary departmental liaison with Harvard University IT (HUIT). Troubleshoots issues with departmental technology and escalates to HUIT as necessary
• Maintains list of computer inventory, and oversees leases and computer refresh logistics
• Attends university IT stakeholder meetings and shares policies and developments with the department
• Maintains departmental website
• Produces occasional departmental videos
• Coordinates occasional hybrid events

3 years of administrative experience, ideally with a background in finance. Strong computer skills required.

Experience working in a university setting preferred. Knowledge of Microsoft Office, including Outlook, Word, and Excel. Working knowledge of audiovisual technology and willingness to learn new systems. Handles several tasks simultaneously, sets priorities, handles detail work with accuracy, and problem solves. Must work well in a team – strong interpersonal written and verbal communication skills are a plus. Ability to handle confidential information with discretion.

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.