Finance Associate

Job Description

Job 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 Support

• Review and approve requisitions:
• • Costing accuracy
  • Funding availability
  • Compliance with competitive bidding requirements (e.g., multiple quotes)
• Process and track change order requests

Travel & Expense Processing

• Reconcile P-Card and department card transactions in Concur
• Review expense reports for:
• • Required receipts and documentation
  • Appropriate approvals
  • Compliance with institutional policies
• Ensure 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 Concur
• Process late reimbursements (e.g., via Aurora or equivalent systems)
• Process non-employee travel reimbursements

Accounts Receivable & Revenue Support

• Gather information needed for billing
• Record incoming payments (checks, wires, credit cards)
• Assist in resolving unclaimed or unidentified incoming payments
• Match payments to invoices and escalate discrepancies as needed
• Review checks and wire transfers and indicate appropriate chart string/funding allocation
• Respond to basic donor and external partner inquiries regarding payment methods
• Confirm receipt of funds with donors and stakeholders as directed

Cash & Payment Operations

• Initiate wire transfers and support foreign payment processing (in coordination with invoice workflows)
• Manage and reconcile petty cash in compliance with policy

Year-End Close Activities

• Receive and process invoices against open purchase orders
• Assist in reviewing invoice holds reports and resolving exceptions
• Process outstanding procurement card (P-Card) transactions
• Deposit cash and check receipts in accordance with university policy
• Assist in reviewing and claiming unclaimed incoming wire transfers

Working 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 

Qualifications

Basic Qualifications:

• Associate’s degree in accounting or equivalent experience
• At 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) desirable
• Computer competency requiring spreadsheet and database software required.
• Basic familiarity with financial or expense systems (e.g., Oracle, SAP, PeopleSoft, Concur) preferred
• Proficiency with Excel and standard office tools
• Strong written and oral communication skills
• Ability to work independently with minimal supervision
• Ability to handle complex and confidential information with discretion
• Strong attention to detail and willingness to learn financial policies and procedures
• Strong organizational and time management skills
• Customer service orientation and clear communication
• Ability to manage multiple tasks with guidance

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education
• Other Information:  All formal offers will be made by FAS Human Resources.

Work Format Details

This 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 Ranges

This position is salary grade level 054. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard 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 Statement

Harvard 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.

Salary Grade: 054