Job Listings

Financial and Administrative Coordinator

Harvard University
Job Location:
Cambridge, Massachusetts
Business and Financial Services
University Administration


Job Summary
Working in the Memorial Church of Harvard University, the Financial and Administrative Coordinator is responsible for performing a variety of complex financial and administrative activities in support of the general operations of the Church. The Coordinator ensures the Church's compliance with Harvard University financial guidelines and procedures inclusive of stewardship to internal and external constituents.

As the Financial and Administrative Coordinator, you will report to the Director of Finance and Operations and be responsible for the day-to-day financial transactions for the Memorial Church, as well as ad-hoc reporting, budgeting, and general administrative support. The Coordinator works with the Director to establish and confirm adherence to consistent financial best business practices in accordance with University policies and GAAP standards.

This individual works as part of a collaborative and dynamic team. The successful candidate is a process-oriented, strategic thinker who anticipates and proactively resolves problems, excels at multi-tasking, is a team player, is flexible and adaptable, and has strong project and data management skills.

Job-Specific Responsibilities
  • Reconciles all expenses and journal transactions with the general ledger each month.
  • Assists with financial reporting, including but not limited to spot-check audits, collecting receipts, contract documents, and endowment records for fiduciary compliance.
  • Manages the travel arrangements, honoraria, and expense reimbursements for guest speakers.
  • Manages Buy2Pay payment requests, Concur reimbursements, and vendor set-up.
  • Completes financial transactions associated with P-Card, reimbursements, monthly reconciliation, vendor registration, and other tasks for timely payments and collections.
  • Assists with onboarding of new employees, including students.
  • Reviews budgets to ensure accuracy and create quarterly budget variance reports for department heads.
  • Coordinates with CADM in regard to the management of employee payroll.
  • Updates PeopleSoft Position Tracking requests and updates Costing.
  • Processes offerings proceed to include counting and depositing funds and monitoring of receipts collected in the TouchNet online donation system.
Fundraising and Development:
  • Maintains and updates the Memorial Church mailing list in Advance.
  • Runs reports in QlikView or Advance.
  • Coordinates production, mailing, and distribution of donation acknowledgment letters and other fundraising communications.
Administrative Support:
  • Maintains office calendar, staff email listserv, and contact list.
  • Assists staff with mailing procedures.
  • Purchase office supplies maintain inventory of supplies, and place equipment service calls.
  • Places HRES building service calls in absence of the Building Manager.
  • Other duties as assigned.
Basic Qualifications
Candidates MUST meet the following basic qualifications in order to be considered for this role:

Minimum of 5 years related financial and administrative experience. Education beyond high school may count toward experience.

Additional Qualifications and Skills
  • Bachelor's degree strongly preferred.
  • Familiarity with Harvard's financial and PeopleSoft systems desired.
  • Advanced or intermediate level with Microsoft Office. Must be well-versed with Excel and preference for proficiency in Adobe Creative Suite, Advance, and/or QlikView.
  • Ability to create and interpret spreadsheets and financial data.
  • Previous experience with content management systems, email, and analytics tools
  • Previous experience and familiarity with mail merge and bulk mailing highly desirable.
  • Should possess the ability to handle confidential information with discretion, be flexible, and able to set priorities and manage deadlines.
  • Problem resolution skills and the ability to work independently are helpful.
  • Proven organizational skills, strong attention to detail, and the use of sound judgment are essential.
  • Demonstrated ability to successfully manage projects on deadline within a complex environment.
Additional Information
PLEASE NOTE: During the current period of Covid-19 related restrictions, this position may start as a remote position, with the transition to onsite in Cambridge when the office reopens.

We continue to monitor the evolving COVID-19 and the lifting of restrictions. We appreciate your understanding and flexibility with our interview process. We will be conducting interviews virtually for selected candidates until further notice.

Job Function

USA - MA - Cambridge

Job Code
403127 Financial Associate II

Office of the President and Provost

Memorial Church

Time Status

Salary Grade

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Full time. Monday through Friday. 35 hours per week.

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.
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