Finance Coordinator

19-Oct-2022

Harvard Graduate School of Education

60168BR

Job Summary

The Financial Coordinator will serve a critical role in enabling the Harvard Graduate School of Education (HGSE) to serve thousands of educators annually with the highest-quality professional learning programs. As a member of the Professional Education department’s finance team, performs a broad range of financial transactions, customer service, and office support duties. The position works closely with members of the finance team to ensure the financial management of the department is carried out with professionalism, accuracy, timeliness, and excellent customer service.

This position is responsible for the day-to-day processing of financial transactions, predominantly in the areas of invoicing and receivables through customer-facing interactions. Provides the highest level of financial administrative support and customer service to program participants, funders, faculty, partner organizations, and internal staff responsible for operating budgets. Works to ensure timely, informative communication and high-quality financial administration support are provided in all phases and aspects of financial interactions with the Professional Education department. Serves as a key resource for staff for various financial tracking and reporting activities, providing information, guidance, and support.

Position Description

Tuition Payments and Receivables

• Manages invoicing and payment efforts, including customer invoicing, related communication, deposits and account transfers, and account reconciliation following each program offering.

• Processes and records tuition payments, payment adjustments, and other financial transactions along specified guidelines.

• Manages the registration systems around financial matters by ensuring that participant data regarding payments, withdrawals, and refunds are managed accurately and in a timely way.

• Communicates regularly by phone and email with program participants and using various communications systems and tools (including Salesforce) with other internal and external constituents, responding to inquiries and to close out outstanding account balances.

• Maintains clear and accurate documentation of interactions, exchanges, and financial transactions. Generates reports detailing accounts receivable.

• Monitors unpaid accounts and escalates payment risks notifications to management in a timely way. Prepares journals and account reconciliations for the monthly accounting close.

• Serves as the principal source of information and guidance for all program staff on collections that affect program profit and loss.

Payment Requests 

• Prepare, review, and process web vouchers for employee reimbursement, and corporate card payment.

• Prepare, review, and process payment requests for vendor invoices, non-employee reimbursement, faculty payment, tuition refund, and contracts.

• Provide a second review and track purchasing card (P-Card) transactions and work with the department staff to meet weekly deadlines.

• Research, interpret and administer appropriate university travel policies for all payment and reimbursement requests.

• Maintains up-to-date fiscal records and manages records retention and destruction. Manages and monitors service agreements to ensure work is compliant with contract expectations and timelines.

• Provides appropriate level and frequency of communication to relevant staff across all assigned activities.

• Traces payments to the general ledger and performs necessary follow-ups internally and externally to ensure the completeness and accuracy of our financial records.

• Works closely with program delivery staff to ensure all program expenses are recorded to the general ledger correctly and in a timely manner.

Monthly closeout

• Support monthly and year-end general ledger close activities including accruals, merchant accounts, and monthly operations-related journal entries.

• Perform quarterly reviews of balance sheets for assigned portfolio of accounts.

• Prepare budget-versus-actuals report for completed programs.

• Maintain program budget files with actual information and help to identify any missing items.

Other Responsibilities 

• As a member of the finance team, provides superior customer service to all constituents and establishes effective partnerships with staff and colleagues within the larger University community.

• Participates in the identification of training needs, develops/delivers training as required for colleagues and/or temporary staff. Contributes to policy manual updates.

• Maintains internal databases and appropriate records and documentation in compliance with the University’s retention policies.

• Performs other related job duties as required.

Basic Qualifications

• Associates Degree (or equivalent experience) required with 3+ years financial/accounting experience. Intermediate-level user of Excel.

• Experience in monitoring and tracking financial transactions such as collections preferred.

• Ability to work overtime during peak periods required..

• Any candidate wishing to be considered must supply a cover letter in addition to a resume.

Additional Qualifications and Skills

• Exceptional organizational skills and ability to prioritize tasks in relation to deadlines and relative importance.

• Ability to work independently and proactively with limited direction.

• Attention to detail and follow through.

• Commitment to teamwork in a client-focused, fast-paced, goal- and deadline-driven work environment.

• Demonstrated ability to work effectively in a complex organization and across multiple units and levels.

• Ability to handle confidential information/materials with discretion.

• Entrepreneurial spirit, flexibility, and high capacity to manage multiple ongoing tasks and deadlines.

• Experience in monitoring and tracking collections preferred.

• Experience with Salesforce CRM a plus.

  Competencies for position:

• Adaptability

• Applied Learning

• Building Partnerships

• Contributing to Team Success 

• Customer Focus

• Professional Responsibility

• High Work Standards

• Developing Others

• Strategic Thinking and Decision-Making

• Ability to Influence Others

• Valuing Diversity

• Positive Attitude.

Working Conditions

This position is based in Cambridge. 

The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.

Additional Information

HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

HGSE Human Resources values diversity in all forms, and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions.  We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows each individual to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
We do this by:

•    Hiring and retaining staff reflecting the diversity of those we serve;
•    Providing employees opportunities to learn, grow, and be challenged;
•    Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation;
•    Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion;
•    Communicating transparently and respectfully; and
•    Fostering an inclusive, respectful, and professional work environment  

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.

About the Harvard Graduate School of Education

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu

Job Function

General Administration

Location

USA – MA – Cambridge

Job Code

403134 Coordinator I

Union

55 – Hvd Union Cler & Tech Workers

Pre-Employment Screening

Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.