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Financial Associate I
Harvard University in Cambridge, Massachusetts
Date Posted 05/31/2021
Admin-Business And Financial Management
Employment Type Fulltime
Application Deadline Open until filled
The Financial Associate I serves as the subject matter expert responsible for all non-sponsored finance activity. Critical to functioning of, but not limited to, Sociology Department graduate and undergraduate programs, events, faculty research, graduate student research employment and payroll, and grad research workshops. Trains staff, faculty, and students in finance procedures, rules, and restrictions and ensures all spending is per fund and budget terms and FAS and university policy. Analyzes, rejects/approves, and/or provides feedback and edits on all finance transactions. Processes weekly appointment transactions, time-entry/approval, runs weekly pay run register, and researches and resolves issues with weekly payroll. Processes invoices, non-employee reimbursements, honoraria, wire transfers, and other. Reports on spending for GSAS and Ctr. workshops, conducts ongoing monitoring and reporting for the Sociology Department including committed funds, escheatment, visa expiration, sweep, detail listing, and others. Corrects issues including contacting payees, stopping payment, re-issuing checks, etc. Works with Sociology Department core staff and faculty to draft reports on fund and/or grant usage (eg, GSAS Gochman, Innovation fund, Dean’s Discretionary fund, Faculty Resource Account, etc.). Sets up speakers. Works closely with Sponsored Research Administrator to complete fiscal year-end activities. Critical to ensuring compliance with FAS- and University policies and standards.

Job-Specific Responsibilities

  • Manages Weekly Temporary Payroll for students, LHTs and temps including submitting 1-9 forms to University Financial Services, maintaining and updating department electronic timesheet database, creating appointments in PeopleSoft, creating and terminating appointments in Aurora, entering and approving submitted hours in PeopleSoft, generating and certifying weekly PeopleSoft calculation and confirmation reports, generating and reconciling monthly payroll reports, instructing temporary employees of payroll procedures and required documentation, collecting, verifying, and assisting with Federal Work Study and Faculty Aide applications, investigating payroll questions, and maintaining payroll records in accordance with University policy. Works with Harvard Global Support Services to hire remote international students.
  • Manages all Buy2Pay transactions. Approves all purchasing requests. Develops departmental policies and procedures related to purchasing and reimbursement payments. Serves as the primary contact for inquiries regarding Buy2Pay. Assesses allowability and allocability of expenses being charged to grants, flagging potentially problematic charges and working with the PI and Sponsored Research Administrator to address them. Sets up new vendors in Buy2Pay and maintains current vendor database. Reviews and assigns sponsored and non-sponsored account coding, and processes all Sociology AP transactions including invoices, non-employee reimbursements, wire transfers, honoraria, travel grants, non-standard check processing and enclosures, credit memos.
  • Approves all Concur reports. Conducts pre-review of reports prepared by faculty assistants prior to submission for accuracy including fund coding, object code, proper receipts and allowability. Assists faculty assistants with reconciling faculty Citi statements.
  • Workshop Budgets: Assists faculty & student coordinators with developing workshop budgets. Monitors spending, prepares and analyzes reports, distributes monthly reports, advises workshop coordinators on strategies to most effectively manage their budgets.
  • Monitors committed funds report, transaction listing reports, escheat due diligence report and visa expiration report. Prepares and interprets ad hoc reports for faculty and staff including transaction listings reports and payroll departmental and individual earnings reports.
  • Provides training and answers daily questions regarding University Financial policies and procedures to staff, faculty, and students. Establishes and enforces department policies, processes, and deadlines to enable compliance with University and FAS policies and improve financial systems within the department.
  • Approves P-Card transactions and reconciles weekly P-Card Settlement Systems Report, collects and retains original documentation for department P-Card holders.
  • Researches discrepancies and investigates and responds to inquiries from FAS, University Offices, faculty, staff, and vendors with appropriate actions and follow up.
  • Serves as Petty Cash Custodian, maintains receipts and detailed records to support all transactions, replenishes as needed.
  • Gathers and organizes information and uploads Graduate student office fees and GSO dues for Term Billing. Works with Graduate Program Coordinator to organize visiting day for admitted students.
  • Partners with relevant Sociology department and other department staff to review department policies and procedures, draft documentation, determine best practices, design management approaches, etc.
  • Drops off and picks up financial and payroll paperwork and documentation to/from 1033 Massachusetts Ave, 1414 Massachusetts Ave, the Smith Center, and other campus locations.
  • Additional duties as assigned.

Basic Qualifications

Three+ years of financial experience. Experience with Microsoft Excel in a reporting environment.

Additional Qualifications and Skills

Bachelor’s degree preferred, with at least 2 years of office/financial experience in a complex higher education setting, including working with sponsored funds. Excellent attention to detail. Proven record of excellent interpersonal skills including but not limited to professional, clear, and concise written and oral communication. Proven record of successful completion of work duties with minimal supervision. Excellent consultative, problem-solving, and solution-oriented customer service skills. Ability to handle complex and confidential information with discretion. Literacy with Microsoft office suite of products, and intermediate to advanced excel skills. Demonstrated experience with financial administration systems. Experience with basic hiring, including collection of work authorization documentation and appointment processing.

Physical Requirements

  • Position is responsible for physical maintenance of financial records, including lifting and carrying full file boxes. Must be able to briefly lift 50-75 pound boxes and, using a cart or dolly, move full file boxes between file cabinets, offices, and/or floors.
  • Position is responsible for physical retrieval and delivery of finance records, documents, and other materials. Must be able to walk 1 mile.

Additional Information

Applicants of all race, ability, class, sexuality, gender expression and identity, religion, education, national origin, and background are encouraged to apply. The Department of Sociology at Harvard strives to be a place that is welcoming and inclusive for people from a diverse set of experiences and backgrounds. As we highlight in our community statement: “The Department of Sociology reaffirms its unambiguous commitment to ensuring all affiliates may pursue their learning, research, scholarship, and work in an environment free from discrimination and harassment. The Department recognizes our educational and research missions are strengthened by contributions from diverse perspectives. We aim to promote a fair, inclusive, and supportive environment for all.

Given the workload of the position, vacation will generally not be approved within 2 weeks of the start of an academic term, nor the latter half of June and first half of July.

All applicants who wish to be considered should submit a cover letter with their application explaining why the position interests them and how their experience meets prepares them to fulfill the duties of the position.
All applicants who wish to be considered should submit a cover letter with their application explaining why the position interests them and how their experience meets prepares them to fulfill the duties of the position.

All formal offers will be made by FAS HR.

Job Function



USA - MA - Cambridge

Job Code

400110 Financial Associate I



Time Status


Salary Grade



55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Credit, Criminal, Identity


M-F, 9-5. Negotiable.

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.
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