Assistant Director of Finance and Administration

Auto req ID

62775BR

Job Code

F0857M Financial Admin Ops Mgt III

Department Office Location

USA - MA - Cambridge

Business Title

Assistant Director of Finance and Administration

Sub-Unit

Sciences

Salary Grade

057

Time Status

Full-time

Union

00 - Non Union, Exempt or Temporary

Additional Qualifications and Skills

Additional Qualifications

· In-depth knowledge of Excel and Microsoft Office Suite including macros, pivot tables, and spreadsheet modeling.

· Experience with budget management, financial analysis, financial modeling and basic accounting principles

· Demonstrated ability to handle confidential information with complete discretion

· Experience with contracts and grants.

· Strong written and oral communication skills required.

· Ability to work independently with minimal supervision.

· Ability to work as a member of a team in cooperation with a wide range of people, from administrative staff to students and faculty.

· Collaborative and flexible.

· Strong analytical, problem-solving, and organizational skills, including experience presenting to senior leadership.

· Knowledge of or ability to learn Harvard financial systems (Oracle Financials, HART, GMAS, HUBS, Concur, B2P, PeopleSoft, ECRT, and ESTR)

· MBA (or other relevant professional/graduate degree) is a plus.

· Experience in an academic or research environment is preferred.

· Experience with Harvard University systems is helpful.

Additional Information

Availability to work on campus a minimum of 3 business days per week (greater flexibility for remote work during summer months).

All final offer letters will be made by FAS Human Resources

Department

History of Science

Pre-Employment Screening

Credit, Criminal, Education, Identity

Job Function

Finance

School/Unit

Faculty of Arts and Sciences

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Physical Requirements

There are no known physical requirements related to this position.

Position Description

Reports to the Director of Administration and Operations (DAO) History of Science Department with dotted line reporting to the Deputy Director of the Collection of Historical and Scientific Instruments (CHSI). Manages all financial activities for History of Science and CHSI, including but not limited to accounts payable or receivable, payroll, procurement, capital projects, endowment funding, or sponsored/non-sponsored research. Perform audit functions to assure accuracy and compliance with internal and external regulations. This position is responsible for independently performing various in-depth financial analyses and administrative tasks to assist management with financial planning and budgeting, and monthly financial reporting federally restricted funds, endowed funds, grants, and contracts. Serves as a primary source of finance policy information for faculty and staff. Manages administrative aspects of all non-ladder appointments and serves as human resources backup for the DAO and DD.

TYPICAL DUTIES AND RESPONSIBILITIES:

Finance

• Manages the annual budget process and multi-year forecasts. Decisions are made collaboratively with the DAO and Deputy Director. Provides financial guidance to the Deputy Director of CHSI.
• Monitors spending and oversees payroll and sponsored research activities.
• Assists with maintaining the overall business model, which includes all income and expenses for the museum and department.
• Assists with the preparation of grant proposals as needed.
• Manages the allocation of resources to support department and museum objectives.
• Produces financial reports, including annual, quarterly, monthly, and ad hoc.
• Ensures financial compliance with university policies and procedures and applicable legal rules and regulations Administrative.
• Prepares budget for department and museum working with core or sponsored research
• funds usually utilizing information provided by others, oversees accounts, monitors
• balances and reconciles accounts;
• Serves as the principal source of information on complex fiscal policies and procedures
• including restrictions imposed by endowment terms or donor designation, and advises faculty, students, or staff on existing options or alternatives.
• May process or assist with processing payments of all vendor invoices, individual reimbursements, and research accounting discrepancies.
• May prepare various payroll documents, including monthly, semi-monthly, and weekly
• casual payroll.
• Specific projects as assigned.
• Process interim and year-end fiscal processes
• Sponsored Research: Responsible for the financial management and administration of a small portfolio of research grants. Reviews budgets for principal investigators prior to submitting the award(s) to FAS RAS, OSP and the agency. Administers grants pre (as back-up when needed) and post award and advises faculty and other research on financial policies and recommends action to ensure budget goals are achieved.
• Works with department and museum leadership to manage the acquisition of new funding.

Administration

• Manages faculty affairs processes for faculty courtesy appointments including visiting faculty, associate and affiliate appointments), postdoc, and research assistant. This work includes checking eligibility and requesting approvals from Division and Faculty Affairs, keeping the DAO appraised of status.
• Manage relationships with external payroll services.
• Backs up the DAO and DD on all human resources activities, including staff time and absence approval, open position searches, and general guidance to staff on HR matters
• Responsible for hiring and managing a junior finance person including onboarding and orientation, time approvals, and performance management.

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

Benefits

We invite you to visit Harvard’s Total Rewards website to learn more about our outstanding benefits package, which may include:

• 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.

Work Format

Hybrid (partially on-site, partially remote)