Financial and Operations Coordinator

Harvard University - Boston, MA

Full-time - Mid Level

Remote - 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 key 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 departmental 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 hires and payroll.
• Support the onboarding process for new employees, coordinating with IT, Compliance, Admin, and Finance.
• Monitor payroll submissions and troubleshoot 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 weekly, biweekly, and monthly processes.
• Handle invoice processing and student payments in compliance with university policies.
• Coordinate employee reimbursements and vendor payments.
• Manage travel and expense reimbursements and ensure compliance with policies.
• Assist in preparing journal adjustments and staff costing allocations.
• Monitor expenses for the department's service center and ensure accurate allocation of income and expenses.
• Provide training and support 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 (Excel, Word, Outlook) 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 complex and 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.
• Experience working across teams.

Benefits

• 3-4 weeks of accrued vacation time per year, 12 accrued sick days, 12.5 holidays, and 3 personal days.
• Comprehensive medical, dental, and vision benefits, along with disability and life insurance.
• Child and elder care resources, Employee Assistance Program, and wellness programs.
• University-funded retirement plan with contributions from 5% to 15% of eligible compensation.
• Tuition Assistance Program and Tuition Reimbursement for eligible courses.
• Professional Development programs and classes at little or no cost.
• Various commuter options including discounted parking and public transportation passes.