The Finance 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, receivables, and payables 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 & 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 per guidelines.
Manages the registration systems around financial matters, ensuring that participant data regarding payments, withdrawals, and refunds are managed accurately and timely.
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, 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 monthly accounting close.
Serves as principal source of information and guidance for program staff on collections that affect program profit and loss.
Hire instructors/facilitators for programs through different hiring processes and ensure compensation is paid on time.
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.
Support monthly and year-end general ledger close activities including accruals, merchant accounts, and monthly operations-related journal entries.
Prepare revenue reconciliation journals after the completion of every program within the assigned portfolio.
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.
As part 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.
Other duties as required.
3 years related experience in finance/accounting. Bachelor's degree may count towards experience.
Previous experience using 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
Intermediate level knowledge of accounting principles
Ability to work independently and proactively with limited direction
Ability to multi-task and adhere to deadlines
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:
Contributing to Team Success
High Work Standards
Strategic Thinking and Decision-Making
Ability to Influence Others
HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state's required tax and other withholdings from your paycheck for the time you work there.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.
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 everyone 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
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
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Hybrid (partially on-site, partially remote)
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.
About Harvard University Graduate School of Education
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.