Financial Associate II

By 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.

SUMMARY:

The Harvard Graduate School of Design (GSD) educates design, research, and scholarship leaders to make a resilient, just, and beautiful world. The GSD offers degree programs across a range of design disciplines—architecture, landscape architecture, urban planning, urban design, design engineering, and real estate—as well as advanced research programs that cut across these disciplines and a robust public program of lectures, exhibitions, and publications. The immense variety of people, programs, and ideas at the School sustains a vibrant and rich environment for learning, inquiry, and collaboration, unlike any other design school. For more information about Harvard GSD see: https://www.gsd.harvard.edu/. 

Reporting to the Controller, the Financial Associate II performs a diverse array of payroll, accounting, and financial support duties, and works closely with staff members throughout the GSD, serving as an information resource and key liaison for financial inquiries. Key responsibilities include:

TYPICAL DUTIES AND RESPONSIBILITIES:  include the following. Other duties may be assigned. 

• Act as a subject matter expert and principal source of information on interpretation of payroll policies and procedures and establishing processes and standards for key controls at the GSD. 
• Understands Harvard policy, federal and state regulations, work-study policies, and VISA situations to ensure compliance. 
• Interpret complex reports and proactively make assessments on rectifying any compliance or payroll issues.  
• Interprets Federal, State and Harvard policies regarding student and non-student temporary employment. 
• Communicates policies to payroll coordinators and keeps them updated on any policy and procedural changes. Coordinate quarterly payroll coordinators meetings to provide updates and share best practices. Provides training for new departmental payroll coordinators. 
• Serves as local expert and primary liaison with other departments, including Central Payroll, Harvard Student Employment Office, GSD Financial Aid Office regarding the student/temporary weekly payroll.  
• Serves as a principal source of information on interpretation of weekly payroll policies and establishing procedures for the GSD as in pertains to student, temporary and LHT positions. 
• Manage security set-ups, train and offers direction to 15+ payroll coordinators regarding payroll deadlines, business processes, processing, and troubleshooting of the weekly/bi-weekly payroll. 
• Work closely with GSD HR Office and Faculty Planning to review all staff hirings and paid appointments for biweekly staff, faculty, and teaching fellow payrolls for completeness and accuracy prior to PeopleSoft database submission and approval. Collaborates with HR and Faculty affairs to improve efficiencies, workflow, and compliance best practices. 
• Review and approve additional pay requisitions and uploads for the biweekly staff, faculty and teaching fellow payrolls for completeness, accuracy, and submission to the PeopleSoft database. 
• Review biweekly payroll register for completeness and accuracy and to detect and correct errors. 
• Review weekly payroll register for reasonableness and adherence to student employment guidelines for maximum work hours. 
• Review and submit retroactive timesheets and request off-cycle payment for unpaid hours worked for students who are no longer employed at the GSD. 
• Review off cycle payment for appointment ends. 
• Process PeopleSoft coding changes for staff, faculty, and teaching fellows. 
• Prepare, analyze, and support monthly journal entries including accruals, prepaid assets, reclassifications. 
• Prepare balance sheet reconciliations. 
• Process the monthly gift assessment allocation. 
• Collaborates cross-functionally to support accurate financial reporting to ensure alignment on accruals and financial data. 
• Contribute to monthly and quarterly close reporting and close activities. 
• Prepare quarterly flux analysis and notes for Central submission. 

SUPERVISORY RESPONSIBILITIES:  

• There are no supervisory responsibilities associated with this position. 

PHYSICAL REQUIREMENTS: 

Applicants must be able to perform typical office tasks, including sitting for extended periods, using standard office equipment, and occasionally lifting up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

WORK ENVIRONMENT 

This position requires regular in-person work at the GSD throughout the academic year with a minimum of one in-office day per week. Applications are accepted and encouraged from candidates not based in the Boston-Cambridge area, so long as they are able to commute to campus regularly during the academic year and reside in one of our approved payroll states. Harvard registered payroll states currently include Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. 

• Candidates must have employment authorization to work in the US, and we regret that we cannot sponsor a VISA. 
• Candidates who do not live within commuting distance of our Cambridge, Massachusetts campus should indicate on their resumes whether they are “willing to relocate,” as this position requires a regular on-campus presence.  

Basic Qualifications:

• High School diploma, GED, and a minimum of 5 years related work experience. Higher Education may count towards experience. 
• Advanced proficiency in Excel, including complex formulas, VLOOKUP, pivot tables, and other lookup functions. 
• Ability to navigate enterprise Oracle-based financial applications. 

Additional Qualifications and Skills:

• Bachelor's degree in accounting or related degree preferred. 
• Experience with Harvard financial accounting systems or Oracle preferred. 
• Knowledge of PeopleSoft or payroll processing preferred. 
• Highly organized and detail oriented. 
• Strong communication and customer service skills; ability to build effective working relationships across the team and School. 
• Ability to handle complex and confidential information with discretion. 

• 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.

SALARY INFORMATION  

Salary ranges within each pay grade are based on qualifications, skills, experience, equity in comparison to similar positions, and external market values. Salary ranges allow for differences among positions within the same grade as well as increasing levels of responsibility and performance within the same job. For more information regarding salary ranges at Harvard, please see: https://hr.harvard.edu/salary-ranges  

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. 

Please note that to be considered for this position, a cover letter and resume are required with the submission of your application. 

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 055. 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.