Reporting to the Director of Administration and Operations (DAO),
serves as the department's financial associate and office
coordinator with oversight of general administration and financial
processing. Provides administrative support for the DAO, faculty,
Auto req ID
400110 Financial Associate I
USA - MA - Cambridge
Financial Associate I and Office Coordinator
55 - Hvd Union Cler & Tech Workers
3+ years of financial and administrative experience in an office
Additional Qualifications and Skills
Experience with Microsoft Office, including Outlook, Word, and
Excel. Ability to work independently with minimal supervision.
Ability to handle complex and confidential information with
Strong customer service skills and enthusiasm for working in a
front line role. Must be able to
prioritize, be highly organized, detail oriented and excellent with
time management skills to meet
deadlines. The position requires the ability to work both
independently as well as within in a
collaborative environment, thus flexibility, accountability and
follow-thru are all essential.
Strong interpersonal, written and verbal communication skills are
important, as the incumbent
must be able to communicate effectively and professionally with
faculty, students, department
visitors and peers. Solid writing, editing and proofreading skills.
This position requires sound
judgment, tact, maturity and poise. Must understand confidentiality
requirements, handle such
information with a high level of discretion and respond
appropriately to confidentiality issues.
Open and adaptable to change and able to balance shifting
priorities. Proficiency in MS office software, email, calendaring
systems. Willingness to learn to use new software as needed.
The standard schedule is Monday - Friday, 9am - 5pm, but the
ability to work outside of the standard schedule will be required
as dictated by program and business needs.
All formal offers will be made by FAS HR
African and African American Studies
Monday through Friday, 9AM-5PM
- Serves as principal source of information on established
department policies and advises faculty, students, staff, and
- Sorts and distributes mail. Handles assignment of department
mailboxes, distribution and collection of mailbox keys for faculty
and staff, and access to keys for shared departmental spaces. May
make deliveries on campus.
- Prepares and maintains unit's records (such as financial,
personnel, administrative, student), reviews complex documents,
reports, etc., to assure compliance with University requirements
and/or government regulations, and notifies supervisor of unusual
situations. May assist in preparation of grant proposals; may
provide policy interpretation on grant parameters.
- Drafts, edits and prepares correspondence, reports and other
material using word processing, spreadsheets and/or databases
- Manages office supply inventory and orders supplies as
- Maintains communal areas of department and serves as primary
contact for reporting service needs to building management,
security and/or HUPD.
- Provides for smooth day-to-day flow of communications within
the unit and serves as primary contact responsible for
telecommunications and office equipment including photocopier, fax,
printer, shared computers/printers, water, etc. May serve as IT
point person for department; Collaborates with communications
coordinator to provide assistance in management/production of
communication outlets/platforms (i.e. annual report, social media,
electronic message board, various departmental websites, printed
- Coordinates and tracks loan process for department media
- Working with a pre-assigned event budget, assists with
planning/logistics and setup/breakdown for events, meetings,
conferences, retreats, etc. Arranges for use of facilities and
advise availability of service within and outside the University
for gatherings such as conferences and seminars. Assigns and
coordinates classroom, AV and other facilities on behalf of the
department; makes recommendations for food and activities for event
- Organizes the department's annual graduation party.
- Oversees day to day processing of financial transactions and
- Processes or assists with processing payments of all vendors
invoices and individual reimbursements, and researches accounting
- Manages accounting and record keeping systems, and establishes
procedures for tracking and reporting, including recommending
- Prepares journals
- In collaboration with the DAO, prepares budget for department,
working with core or sponsored research funds, oversees accounts,
monitors balances and reconciles accounts.
- Is the primary contact for department's vendors.
- Serves as PCard Administrator.
- Hires work-study students and temporary staff as needed.
- Runs weekly and monthly payroll registers. May prepare various
payroll documents including monthly, semi-monthly, and weekly
- Maintains departmental financial files for faculty, staff,
students, vendors, etc.
- Reviews financial data providing research and data analysis to
present for use in planning and decision making and prepares
monthly financial reports for faculty to monitor spending on
- Serves as 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
- Works with DAO, FAS Finance and other University offices to
Faculty of Arts and Sciences
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
The University requires all Harvard community members to be fully
vaccinated against COVID-19 and remain up to date with COVID-19
vaccine boosters, as detailed in
Harvard’s Vaccine & Booster Requirements
. Individuals may
claim exemption from the vaccine requirement for medical or
religious reasons. More information regarding the University’s
COVID vaccination requirement, exemptions, and verification of
vaccination status may be found at the University’s “COVID-19
Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/
Commitment to Equity, Diversity, Inclusion, and
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.