The Edmond and Lily Safra Center for Ethics (ELSCE) seeks to hire a Finance & Office Assistant.
This role will provide administrative support in three primary work domains that span the entirety of ELSCE's work: finance, office operations, and leadership team support. These domains are each essential to the smooth operation of the Center, and each will require the role to work in close partnership with several members of the Center's staff. Responsibilities for these domains are outlined below. The role will report to the Strategic Initiatives Administrator and will work closely with the Associate Director of Administration and Finance.
This role will ensure compliance with university and ELSCE policies and procedures in each work domain and will serve as a resource to all Center staff and affiliates on established departmental policies. This role will be expected to regularly communicate status updates on tasks to relevant staff members. During slow times, this role may assume responsibility or assist with special projects as needed.
This role will be situated at the front desk at ELSCE, and will greet and guide visitors, vendors, and others.
Finance – 20 hours/week
Pay the bills that keep the Center functioning smoothly: FedEx, Quench, etc.
Maintain subscriptions and contracts; manage contracts in Buy2Pay contract tool. Serve as main contact with vendors.
Serve as the Center's p-card administrator – including submit applications, review weekly charges, maintain receipts, run p-card Clinic bi-annually, answer questions and serve as resource to all cardholders.
Review corporate card and reconcile department card charges in Concur.
Process all payment requests, ensuring timely payment and compliance with University and ELSCE policies and procedures – including honoraria payments, vendor invoices, employee and non-employee reimbursements, fellowship payments. Handle/trouble-shoot supplier set-up and updates in Buy2Pay (resolving issues in a timely manner) and serve as resource to Center staff on payment requests and supplier set-up. Responsible for maintaining a tracking system for all payment requests.
Maintain departmental digital financial files; responsible for the timely and accurate filing of finance-related documents, following University and FAS Finance processes and policies for records management.
Leadership Team Support – 10 hours/week Provide administrative support to ELSCE Executive Director (ED) and other members of the leadership team at ED's discretion.
Work with ED to schedule and maintain calendar invitations for staff-wide events (e.g. all staff meetings, staff retreats, etc.) as well as planning meetings (e.g. strategic leadership meetings, faculty committee meetings, etc.).
Serve as delegate for ED in Concur for reimbursements and corporate card transactions.
When needed, takes minutes at meetings and performs other duties as required.
Provide administrative support to other members of leadership team at ED's discretion. This may require learning other systems used at the Center (e.g. Survey Monkey).
Office Operations Support – 5 hours/week
Front desk work such as greeting and guiding visitors, vendors, and others.
Place all office supply orders and other orders as needed.
Serve as primary contact with building management for office, including communicating building-related matters to relevant people.
Responsible for telecommunications and office equipment.
Make updates to office set-up as needed (e.g. update office name tags, etc.)
Schedule and organize annual office clean-up days.
Shared responsibility for keeping office supply and front closets, kitchen, and common areas tidy and well-organized.
Shared responsibility for answering Center's main phone line.
Shared responsibility for sorting and distributing mail.
Fully in-person and hybrid work models are available for this role. Remote work is possible for 1-2 days per week on Mondays and Fridays.
All final offers will be made by FAS HR.
Salary Grade: 053
Union: 55 - Hvd Union Cler & Tech Workers
High school diploma with 2 years of professional administrative experience in an office environment.
Strong customer service skills and enthusiasm for working in a front-line role. The position requires the ability to work both independently as well as in a collaborative environment, thus flexibility, good organizational skills, accountability, and follow-thru are all essential. Open and adaptable to change and able to balance shifting priorities. Experience with Harvard financials systems is a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
About Harvard University Faculty of Arts and Sciences
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.