Finance Associate

Company DescriptionBy working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.Why join the Harvard Faculty of Arts and Sciences?The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.Job DescriptionJob Summary: The Finance Associate provides foundational financial, transactional, and compliance support for academic departments and centers within the Faculty of Arts and Sciences. Reporting to the Manager of Financial Operations, this role supports day-to-day financial operations, ensures accurate processing of transactions, and assists faculty and staff with university financial procedures.Working with their manager, the Finance Associate is responsible for procurement review, travel and expense processing, accounts receivable, cash handling activities, and transactions associated with year-end close while developing knowledge of university financial systems and policies. Given the breadth and diversity of financial operations across the academic enterprise, the Finance Associate may perform additional financial, operational, and administrative responsibilities that are consistent with the scope and level of the position but are not specifically listed in this description. Responsibilities may evolve over time to meet changing business needs, support new initiatives, and ensure effective service to departments and centers.Job-Specific Responsibilities: Procurement & Requisition SupportReview and approve requisitions:Costing accuracyFunding availabilityCompliance with competitive bidding requirements (e.g., multiple quotes)Process and track change order requestsTravel & Expense ProcessingReconcile P-Card and department card transactions in ConcurReview expense reports for:Required receipts and documentationAppropriate approvalsCompliance with institutional policiesEnsure travel expenses align with federal and institutional guidelines (e.g., per diem, airfare class, lodging limits)Work with faculty and staff to obtain missing documentation and support timely submission in ConcurProcess late reimbursements (e.g., via Aurora or equivalent systems)Process non-employee travel reimbursementsAccounts Receivable & Revenue SupportGather information needed for billingRecord incoming payments (checks, wires, credit cards)Assist in resolving unclaimed or unidentified incoming paymentsMatch payments to invoices and escalate discrepancies as neededReview checks and wire transfers and indicate appropriate chart string/funding allocationRespond to basic donor and external partner inquiries regarding payment methodsConfirm receipt of funds with donors and stakeholders as directedCash & Payment OperationsInitiate wire transfers and support foreign payment processing (in coordination with invoice workflows)Manage and reconcile petty cash in compliance with policyYear-End Close ActivitiesReceive and process invoices against open purchase ordersAssist in reviewing invoice holds reports and resolving exceptionsProcess outstanding procurement card (P-Card) transactionsDeposit cash and check receipts in accordance with university policyAssist in reviewing and claiming unclaimed incoming wire transfersWorking Conditions: Work is performed in an office setting; this is a hybrid position requiring 3 days per week on campus Physical Requirements: Sitting and using near vision for reading and computer work for extended periods of time QualificationsBasic Qualifications: Associate’s degree in accounting or equivalent experienceAt least 3 years’ related experience (4+ years if no Associate’s degree)Additional Qualifications and Skills: Bachelor’s degree in finance, accounting, business administration, or related field (or equivalent combination of education and experience) desirableComputer competency requiring spreadsheet and database software required.Basic familiarity with financial or expense systems (e.g., Oracle, SAP, PeopleSoft, Concur) preferredProficiency with Excel and standard office toolsStrong written and oral communication skillsAbility to work independently with minimal supervisionAbility to handle complex and confidential information with discretionStrong attention to detail and willingness to learn financial policies and proceduresStrong organizational and time management skillsCustomer service orientation and clear communicationAbility to manage multiple tasks with guidanceAdditional InformationStandard Hours/Schedule: 35 hours per weekVisa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this positionPre-Employment Screening: Identity, EducationOther Information: All formal offers will be made by FAS Human Resources.Work Format DetailsThis position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.Salary Grade and RangesThis position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. BenefitsHarvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page. EEO/Non-Discrimination Commitment StatementHarvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.SummaryType: Full-timeFunction: FinanceExperience level: Not ApplicableIndustry: Higher Education