Finance Assistant, Executive Education

Job description

Job Summary As a core member of the Finance team, the Finance Assistant will demonstrate exceptional customer service and communication skills to assist our participants with timely payment submission from a variety of funding sources. This person will interact extensively with participants and contribute to an exceptional on-boarding experience for our learners. Position Description Reporting to the Associate Director of Accounting and Finance, and working in close coordination with other Finance team members and Program Delivery staff, ensure participants have an exceptional experience when reaching out to our organization with finance-related questions. Play a lead role in the shared ExEd Finance email inbox and phone line. Provide a high level of customer service to participants and their internal corporate finance contacts (e.g., company accounts payable representatives). Facilitate timely receipt of incoming payments by: Utilizing external (participant/client) supplier and procurement systems to establish HBS Executive Education as an active payable vendor. Completing documentation requests and providing attestation forms and banking information. Facilitating the review process for participant/client agreements and questionnaires, ensuring compliance with School and University policies. Assisting clients with tax compliance inquiries and documentation requests, coordinating with the central Harvard University tax office, when necessary. Daily management of participant transfers in Salesforce, including related financial transactions; review transfer form instructions from program delivery teams, process necessary financial transactions with credit notes, new invoices, etc., and initiate refunds as necessary. Carry out time-sensitive reporting related to functional areas, including but not limited to: Weekly payment transfers reporting and accounting journal entry Monthly prepaid tracking and associated journal entries Provide backup coverage for participant invoicing function in Salesforce and other finance functions as needed. Participate in bi-weekly team meetings and recommend process improvements based on knowledge, experience, and observations. Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents Perform other duties as assigned. Basic Qualifications High School Diploma, GED, or equivalent is required. 3+ years of experience in administrative support role(s) is required. Education beyond high school may count toward experience. Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must. Additional Qualifications and Skills 3+ years of related experience on a finance team is required, including demonstrated experience in accounts receivable, collections, and financial reporting. Exceptional communication and customer service skills are required. Proficiency in Excel is required. Experience with Salesforce strongly preferred. Experience working with large-scale supplier/procurement systems a plus. General understanding of bookkeeping and accounting practices is a plus. Strong analytical and creative problem solving skills are a plus. Standard Hours: 40 hours per week, overtime eligible Compensation Range: $67,000 to $69,000 annually commensurate with experience Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity Other Information: This is a hybrid position which we consider to be a combination of onsite and remote work at our Boston, MA based campus. Executive Education expects staff to be onsite a minimum of 3 days per week and departments to provide onsite coverage Monday – Friday. Specific hours and days onsite will be determined by business needs and are subject to change with appropriate advanced notice. A cover letter is required to be considered for this opportunity. Interviews may be conducted virtually (via Zoom) and there will be at least one required on-site or in-person interview as part of the hiring process. #LI-MM1 Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 053. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive. About Us Harvard Business School Executive Education brings together senior executives from the world’s most influential organizations, preparing them to reach the next level for their organizations and for themselves. Working closely with HBS’s world-class faculty, we design and deliver programs for individuals and for organizations, welcoming over 12,000 participants annually from over 130 countries. Programs range from a few days to multiple weeks. Most programs are delivered on the HBS campus, where participants live, learn, and dine together in dedicated Executive Education residences and facilities. Our programming includes in-person, virtual, and blended (combining both in-person and virtual learning) options. The Executive Education department consists of open enrollment, global, and custom program portfolio management; guest services; marketing; corporate sales; program operations; technology services; human resources; enrollment and admissions; and finance.