Financial and Operations Coord

Harvard Medical School - Boston, MA

Full-time - Mid Level

Boston, MA

Educational Services

About the position

The Financial and Operations Coordinator at Harvard Medical School's Department of Health Care Policy is a vital role responsible for managing financial and HR transactions, providing administrative support, and serving as a resource for faculty and staff. This position requires strong organizational skills and the ability to handle complex tasks while ensuring compliance with university policies. The coordinator will work closely with a diverse team to support research initiatives and improve operational processes.

Responsibilities

• Oversee and coordinate the new hire and appointment process for various staff and researchers using university systems.
• Serve as a liaison to department stakeholders and HMS HR for inquiries related to new hire status and payroll.
• Support the onboarding process for new hires, coordinating with IT, Compliance, Admin, and Finance.
• Monitor time sheet submissions and payroll approvals, troubleshooting issues as they arise.
• Prepare submissions for the department's Harvard Sponsored Role request and approval process.
• Participate in developing and implementing departmental administrative processes and best practices.
• Assist in payroll changes and term renewals for staff and students.
• Coordinate with Harvard International Office regarding international appointments.
• Manage payroll activities including uploads and changes.
• Process invoices and student payments, ensuring compliance with policies.
• Coordinate employee reimbursements and vendor payments.
• Manage travel and expense reimbursements and related policies.
• Assist in preparing journal adjustments and staff costing allocations.
• Monitor expenses for HCP's service center and ensure accurate allocation of income and expenses.
• Provide training on financial policies and procedures to department colleagues.
• Run financial reports and assist in grants management and financial planning.

Requirements

• 4 or more years of experience in financial management and HR operations.
• Bachelor's degree preferred.
• Advanced knowledge of Microsoft Office and web-based applications.
• Demonstrated experience in project management and coordination.
• Strong communication skills in both written and oral forms.
• Ability to prioritize work in a fast-paced environment.
• Self-starter with initiative and productivity.
• Ability to handle confidential information with discretion.
• Excellent time management and organizational skills.

Nice-to-haves

• Experience with financial analysis and budgeting.
• Demonstrated experience building new processes or operational systems.

Benefits

• Health insurance coverage.
• Paid holidays and vacation time.
• Professional development opportunities.