Job Summary:
The Harvard T.H. Chan School of Public Health is dedicated to advancing the public's health through learning, discovery, and communication. The field of public health is inherently multi-disciplinary and so, too, are the interests and expertise of the School's faculty and students. Within this rich and diverse environment, the mission of the Office of Educational Programs (OEP) is to deliver student-centered educational programs based on active learning principles that enable graduates to become leaders in public health research and practice.
The Finance and Administrative Coordinator will be part of a small customer service-driven team. This key support role will engage with faculty, staff, and students through multiple program offerings in OEP and will be responsible for managing various aspects of financial, human resources, and office operations with minimal supervision, requiring independent thought and action.
Job-Specific Responsibilities:
Duties and responsibilities include, but are not limited to the following:
- Providing primary day to day administrative and financial support to the Office of Educational Programs
- Processing non-employee reimbursements, preparing employee reimbursements, and reconciling corporate and purchase cards
- Overseeing the processing of all accounts payable (invoices, standing purchase orders) and receivables (cash and check deposits); reviewing transactions for appropriate billing codes and compliance with financial policies; monitoring, evaluating, and implementing systems to increase efficiency and satisfaction with financial procedures; and identifying and resolving discrepancies related to fiscal issues
- Responsible for compliance and audit issues, budget submissions and HUBS input, reporting, projections and financial analysis
- Establishing and managing accounting record keeping systems and procedures for tracking and reporting, including recommending remedial measures
- Serve as principal source of information on complex fiscal and administrative policies and procedures including funding requirements, and advise on options or alternatives effectively recommending courses of action on fiscal matters
- Providing daily monitoring of contracts and other funds to ensure expenses are paid according to contract and organizational regulations within budget limit and timelines; notifying the Associate Director of any funding shortfalls and plan for contingencies
- Managing agreements with external organizations
- Assisting faculty, staff, and students in the development and oversight of program, event, and research budgets, producing financial data and reports as needed; running regularly scheduled reports to track and reconcile transactions on all funds and providing balances to faculty and administrators
- Managing casual and support staff payroll: providing information and assistance with the hiring of student and other temporary workers; preparing and processing appointment documents; onboarding course instructors and teaching fellows; approving weekly timesheets and monitoring payroll
- Managing equipment orders and billing, computer orders and setup, and related support activities coordinated with IT.
- Performing other duties as assigned