Job Description

Financial and Operations Coordinator

25-Sep-2024
Financial and Operations Coordinator

Harvard Medical School

66847BR

Position Description

The Department of Health Care Policy (HCP) at Harvard Medical School is seeking a self- motivated, organized professional to serve as Financial and Operations Coordinator. The position will play a key role within the department's financial and administrative team, responsible for the day-to-day processing of financial and HR transactions and will perform a broad range of financial, customer service, and administrative support duties. They will serve as a key resource for faculty and staff on various financial and HR needs, providing relevant information, guidance, and support.

Successful candidates will possess strong interpersonal skills, will have the ability to prioritize and handle a variety of complex administrative tasks and projects simultaneously, will exercise good judgment, and demonstrate initiative and a strong attention to detail. This position provides an exciting opportunity to interface closely with a diverse team of faculty and staff researchers who are passionate about conducting collaborative, applied, data-driven research on key priorities in health care.

HR Operations Duties

• Oversight, coordination, preparation, and submission of new hire and appointment process for staff, students, research assistants, temps, LHTs, and academic researchers using HMS (APEX) and University-wide (Peoplesoft, MIDAS, Aspire, FieldGlass) systems.
• Serve as a liaison to department stakeholders and HMS HR to help answer questions related to new hire status, student appointments, fellows, payroll, time approval, and term renewals.
• Provide support for HCP onboarding process; coordinating internal IT, Compliance, Admin, and Finance onboarding workflow.
• Monitor weekly time sheet submission, payroll approvals and notify manager of outstanding time submissions. Troubleshoot as payroll issues arise.
• Prepare and coordinate submissions for the department's Harvard Sponsored Role request and approval process.
• Participate in the development and implementation of departmental administrative processes, strategies, and best practices.
• Assist in term renewal, payroll changes, and extension process for staff, students, and fellows.
• Coordinate with Harvard International Office with regard to international student appointments or Harvard Global Services with regard to international hires.
• Coordinate and manage payroll activities (weekly, biweekly, monthly).
• Manage Peoplesoft payroll upload and coordinate departmental actions for payroll changes.

Financial Operations Duties

• Manages invoice processing, student payments operations, reviewing and approving in line with department, School, and University policies (B2P).
• Coordinates employee reimbursements, corporate card payments, and vendor set up and payments to ensure submissions comply with university travel, reimbursement, and vendor payment policies and procedures.
• Manages travel and expense reimbursements review, approval, and payment policies and procedures (Concur).
• Assists in preparing journal adjustments and staff costing allocations to ensure accurate accounting for general ledger accounts in monthly, quarterly, and year-end intervals.
• Manages billing, tracking, and monitoring of expenses for HCP's service center to ensure accurate and appropriate allocation of income and expenses.
• Serves as an informational resource to department colleagues on financial policies and procedures and provide training as needed.
• Runs financial reports and assists in grants management and financial planning analysis.
• Assists in managing financial controls to ensure compliance with School/University financial policies.

Basic Qualifications

4 or more years of experience. Higher education may count towards experience.

Additional Qualifications and Skills

• Bachelor's degree preferred.
• Advanced knowledge of Microsoft Office (Excel, Word, and Outlook) and web-based applications.
• Demonstrated experience in financial management and financial operations.
• Demonstrated experience in managing HR operations.
• Demonstrated experience in project management/coordination.
• Demonstrated experience building new processes or operational systems.
• Strong ability to communicate clearly/succinctly in both written and oral form.
• Strong ability to prioritize work in an environment with multiple and conflicting interests.
• Self-starter with proven ability to take initiative and be highly productive.
• Ability to handle complex and confidential information with discretion.
• Excellent time management and organizational skills; attention to detail.
• Ability to work independently and as part of a team in a fast-paced office environment.
• Communicating transparently and respectfully; and fostering an inclusive, respectful, and professional work environment.
• Demonstrated experience working across teams.
• Experience with financial analysis and budgeting.

Additional Information

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Job Function

General Administration

Department Office Location

USA - MA - Boston

Job Code

403040 Coordinator II

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

https://hr.harvard.edu/salary-ranges#ranges

055

Department

Health Care Policy

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. https://hms.harvard.edu/about-hms/campus-culture/mission-statement-community-values https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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.

LinkedIn Recruiter Tag (for internal use only)

#LI-WG1

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