Harvard College Observatory Assistant Finance Director

Job description

Job Summary: Responsible for comprehensive financial administration, budgeting and operations. Provide management with analysis and reporting. Advise on financial planning. Job-Specific Responsibilities: The Assistant Finance Director serves as the primary financial advisor for a large complex academic department or center or group of units within the Faculty of Arts and Sciences. Reporting to the Divisional Finance Manager aligned to the academic division, with a dotted line to the academic leader(s) for the unit(s), this role partners closely with faculty, program leaders, and senior administrators to provide strategic financial leadership that advances academic and operational priorities. The Assistant Finance Director is responsible for the comprehensive financial management of a highly complex portfolio, overseeing significant operating budgets and multiple funding sources, including sponsored and non-sponsored funds, endowments, gifts, unrestricted resources, and other specialized funding. This role leads long-range financial planning, budgeting, forecasting, and financial analysis, translating complex financial information into actionable recommendations that support strategic decision-making. Key Responsibilities Strategic Financial Planning & Leadership Partner with department leadership (faculty, administrators, and research leaders) to identify strategic priorities and align financial resources accordingly. Prepare financial projections and reports for Steering Committee and Executive Committee meetings. Conduct scenario planning and long-range financial modeling using available tools and shadow systems. Provide financial insights and recommendations to support strategic decision-making. Budget Development & Management Develop and maintain comprehensive budget workbooks, incorporating: Personnel costs (planned hires, reclassifications, compensation changes) Non-personnel expenses and operating costs Determine available funding sources and allocate costs in compliance with fund restrictions and terms. Prepare detailed program budgets to ensure full transparency of program costs. Collaborate with Department Administrators (DAs) and Executive Directors (EDs) to create clear and actionable costing sheets for program managers. Ensure program managers understand budget allocations and provide guidance as needed. Financial Analysis & Reporting Prepare variance analyses and trend reports for department leadership. Analyze historical spending patterns and run rates to inform forecasting. Develop and deliver financial presentations for leadership meetings. Meet regularly with program managers to review actual expenditures against budget and provide recommendations. Sponsored Programs & External Reporting Support stewardship reporting and financial accountability for externally funded programs. Endowments, Gifts & Restricted Funds Management Track balances, spending, and commitments for endowment and restricted funds. Monitor expenditures to ensure alignment with donor intent and university guidelines. Review gift agreements to determine allowable spending and restrictions. Partner with donors, development teams, gift offices, tax offices, and departmental leadership to structure agreements that meet institutional and donor goals. Ensure proper receipt, allocation, and recording of gift funds. Financial Stewardship & Compliance Maintain oversight of all unrestricted funds associated with the department. Ensure compliance with university financial policies, fund restrictions, and regulatory requirements. Provide guidance to faculty and staff on appropriate financial practices and decision-making. External Collaboration & Agreements Work with external institutions to develop and manage financial agreements related to faculty projects and collaborations. Working Conditions: Work is performed in an office setting; this is a hybrid position requiring 3 days on campus Physical Requirements: Sitting and using near vision for reading and computer work for extended periods of time Basic Qualifications: Bachelor’s degree or equivalent work experience required Minimum of 7 years’ relevant work experience Additional Qualifications and Skills: MBA or Master’s degree in relevant field Strong knowledge of budgeting, forecasting, and financial analysis. Experience managing multiple funding sources, including sponsored research, endowments, gifts, and unrestricted funds. Familiarity with university financial systems and policies (preferred). Skills & Competencies Exceptional analytical and problem-solving skills. Ability to translate complex financial information into clear, actionable insights. Strong communication and interpersonal skills, with the ability to work effectively with diverse stakeholders. High level of attention to detail and organizational skills. Ability to manage competing priorities and meet deadlines in a dynamic environment. Sound judgment and a high degree of integrity in handling sensitive financial information. Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity, Education, Criminal, Credit Other Information: All formal offers will be made by FAS Human Resources. 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 058. 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. Why join the Harvard Faculty of Arts and Sciences? The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.