Financial and Administrative Coordinator

The Financial and Administrative Coordinator is a member of the Malcolm Wiener Center for Social Policy Financial team which facilitates day-to-day procurement and financial activities and transactions for faculty, staff, fellows, researchers, and students. This position reports to the Director of Finance and Research Administration.

• Provides financial support and serves as information resource to faculty, staff, students, and visitors.
• Responsible for preparing/reviewing financial transactions, including accounts payable, purchasing card activity, internal billings, cash management, gift processing, asset management, corrections to the general ledger, and monthly and annual account reconciliation.
• Processes financial transactions using Harvard systems.
• Prepares monthly and ad hoc financial reports.
• Prepares journal entries and uploads to the General Ledger to record income and expense, costing changes, re-allocations, etc.
• Reviews and approves financial transactions, such as reimbursements for travel and corporate card payments, PCards, and vendor payments in Buy2Pay.
• Responsible for preparing, tracking and follow-up of vendor contracts and honorarium agreements.
• Assists Financial Administrator with pre- and post-award management of sponsored research portfolio including preparing budgets, proposals and reports; financial forecasting and projections for individual grants and for faculty members’ individual portfolios of grants.
• Administering grants and financial transactions to ensure compliance with award and institutional guidelines and HKS/HU policies and procedures.
• Communicates with faculty, PI’s and staff to update them on post-award grant management activities, ongoing award budget balances and reporting requirements.
• Provides support for fellows hiring process and electronic fellows system transactions;
• Handles temporary payroll, including new-hire paperwork for students, LHTs, and temporary employees, as well as time entry and approval.
• Maintains up-to-date files, handles confidential records and information and manages records retention and destruction.
• Documents and communicates financial policies and procedures.
• Provides financial training and assistance to center staff who handle financial transactions, vendor payments, travel reimbursements and faculty accounts.
• Assists with onboarding and offboarding of new fellows and staff.
• Assists with day-to-day center operations including processing phone installation and change orders; purchasing supplies, processing orders for new computers; facilities requests and work orders; meeting arrangements, mail and deliveries.
• Provides logistical support for meetings and events.
• Assists with other day-to-day operations as needed.

Minimum of two years financial and/or sponsored research administration experience required.

• Excellent analytical skills and attention to detail with ability to assess priorities, meet deadlines, and work with minimal supervision in a fast-paced environment essential.
• Computer applications competence including database experience, Excel and Microsoft Word proficiency required.
• Must have excellent interpersonal skills and the ability to handle confidential matters with both tact and discretion.
• Prior private sector or academic financial office or grant management experience preferred.
• Experience with Harvard University financial and HR/PeopleSoft systems a plus.

• 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.