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.

Tuition Payments and Receivables (70%):
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 (25%)
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 (5%)
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 (10%)
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.

Once Harvard resumes regular operations this position will no longer be remote and work will be performed on campus in Cambridge, MA.