Director of Finance and Administration

Reporting to the Executive Director of the Asia Center, the Director of Finance and Administration (DFA) manages financial and human resources operations and planning for the Asia Center, and for three affiliated Asia-related centers. Responsibilities include staff management, budget management, payroll, accounting, accounts payable and receivable, procurement, hiring administration, endowment funding, sponsored research administration, and other related functions.

Typical Core Duties

• Staff Management: Directly supervises a team of four employees within the Asia Center’s Finance Team, including hiring, onboarding, training, performance management, and fostering an inclusive and innovative work environment.

• 
  Financial Oversight and Budget Management: Develops and manages annual budgets for the Asia Center and three affiliated Asia-related centers. Conducts detailed financial analyses, such as variance and trend analysis, and prepares reports and forecasts for presentations to the Faculty Director, committees, and donors.

• 
  Transaction and Compliance Management: Ensures timely processing of financial transactions, implements processes and policies, and ensures compliance with University policies, procedures, and legal regulations.

• 
  Year-End Closing: Manages year-end financial closing processes, ensuring accuracy and adherence to standards.

• 
  Sponsored Research: Manages sponsored research proposals and awards for the Asia Center and Asia-related centers.

• 
  Process Improvement: Analyzes metrics to identify and implement opportunities for streamlining workflows and enhancing procedures.

• 
  Problem Solving and Training: Identifies operational challenges, researches solutions, and implements improvements. Designs and delivers financial training programs to support staff development.

• 
  Representation: Represents the Asia Center to internal and external constituencies, fostering collaboration and ensuring alignment with organizational goals.

Center Budgets: Develops and manages budgets in consultation with Executive and Faculty Directors of the Asia Center, the Director of Publications, Associate Director of Southeast Asia Initiative, and three related centers’ leadership; provides forecasts, analysis and reports to each; sets financial planning objectives; tracks income and expenses throughout the year; communicates changes/problems to Faculty Directors and EDs of these centers; re-budgets throughout the year as needed. Prepares the annual fiscal year budgets with the EDs for their entry into the budget system and participates with EDs at the FAS Social Science Division and Provost Office yearly budget meetings. Manages spending in accordance with the formal terms of each of the current endowment, current use, UD and sponsored funds. Oversees the balance of expenditures with income from proceeds with the AC Publications Program. Across all four centers, budgets total approximately $10M. Works with the ED and the Office of General Counsel (OGC) on ad hoc contracts.

Sponsored Programs: Review all sponsored program proposals, submitted through the Asia-related Centers by affiliated faculty from several departments. Prepare budgets; coordinate account set ups with Office for Sponsored Programs (OSP) and FAS Research Administration Services (RAS); review grant agreements and coordinate changes with OSP; monitor grants; ensure spending compliance with sponsor guidelines; manage closing & reporting at the end of the grant.

Gift Funds: Coordinates with University Development Office (UDO) staff on reports they send directly; prepares reports to internal & external development staff on request. For EDs of the Asia-related centers, prepares financial reports for inclusion in their yearly reports.

Development: Work with faculty and executive directors on strategic plans for fundraising, including consulting on opportunities, risks, and areas of need. Draft fund terms in coordination with FAS Academic and Development Coordination; Work with FAS ADC to determine best type of funds to open up for various projects (e.g. pooled gift fund v. individual gifts; endowment v. current use.)

Overseas Accounts: Oversees Harvard China Fund’s Shanghai Center account reconciliation, works with overseas staff and the international accounting firm, and coordinates processes and policies with colleagues at HBS. Arranges for wire transfers and works with the Provost’s Office on policies and procedures for foreign accounts.

Human Resources: The DFA serves as the primary resource for HR policies for the Centers, collaborating with FAS HR to address issues like employee relations and leave management. Responsibilities include overseeing personnel files and local personnel and position transactions, managing the hiring process, creating job descriptions for classification, and making salary recommendations. The DFA also oversees staff onboarding, terminations, salary increases, payroll, and time/absence tracking.

The DFA supports the Faculty Director and Executive Director with workforce planning.

General Administration: Oversees other operational functions such as space allocation, phones, computer and furniture needs, coordination of building services, security access, etc. Represents the AC and Asia-related centers at administrative meetings and participates in Steering & Executive Committees, AC Council, Publications Committee meetings, and SEA working group meetings with members of the faculty.

The DFA may manage special projects for the Faculty Director and Executive Director, and perform other responsibilities as required.

BA and 7 years related experience.

Supervisory experience preferred.
MBA or Master’s degree in relevant field.

Strong facility with Microsoft Office Suite, advanced Excel skills.

Knowledge of advanced financial operations principles.

HR and financial experience, and familiarity with Harvard’s internal systems strongly preferred. Must have excellent interpersonal skills and the ability to communicate effectively with all levels of the university and with external organizations, international or multi-cultural experience preferred. Ability to develop and implement Center policies and provide strategic and planning in partnership with Executive Director, ability to handle multiple complex projects and work on confidential issues.

• 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.