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Faculty Financial Manager

Harvard University

Job Description

Reporting directly to the Assistant Dean for Finance and Controller, this position is part of the Controller's management team. This position works closely with the FAS Office of Finance Budget and Payroll teams, Faculty Affairs, Faculty Development, Department Administrators, and the FAS Development Office and, on occasion, directly with faculty.

Ensures the faculty salary budget is implemented according to plan and resources from restricted funding sources are applied accordingly. Implements changes as the plan evolves during the annual budget and forecast processes and year-end. Ensures faculty named to endowed chairs are funded from available endowment funds and analyzes balances in Professorship funds to ensure funds are fully maximized and charges on funds are appropriate. Researches opportunities to further utilize endowment funds to relieve the unrestricted portion of the faculty salary budget. Prepares fund summaries on professorship funds for Assistant Deans to help facilitate decision-making. Updates the faculty salary costing to reflect changes and journal charges when necessary. Prepares semi-annual reports for the payroll office concerning faculty on leave and coordinates with payroll to ensure they have the correct information for payroll processing. Coordinates with departments if a faculty member on unpaid leave is being paid from non-FAS sources (grants, awards, etc.) to ensure the faculty member is paid appropriately. Responsible for reviewing and approving all supplemental salary requests to ensure they comply with FAS Policy. Works closely with Research Administration on supplemental salary charged to sponsored awards and on academic year salary recorded as cost sharing.

Acts as system administrator for the FAS Supplemental Pay, Effort Commitment Tracking and Request Application (SPECTRA) system and key business owner (system for processing supplemental salary and recording cost sharing). Monitors and tracks Dean’s ninths awarded to faculty. Communicates with the Department Administrator and Faculty member when funding is available for new startup awards. Monitors startup balances, inputs new awards and works with Department Administrators when faculty spending exceeds approved awards. Fields questions relating to allowable spending on start-up funds. Works closely with the budget analysts to ensure the chair/directorship supplement budget is correct and ensures supplements are coded to the correct budget or available restricted funding source. Prepares special analysis as needed for Faculty Affairs and Assistant Deans in the FAS Office of Finance.

Records Faculty agreements for all new Faculty as well as any Faculty who receives a new agreement in the Faculty Instructional Funding Allocation application (FIFA) database. Arrange for the disbursement of senior and tenure-track faculty members' housing subsidy payments according to the terms of their individual agreements. Respond to Faculty with any questions related to their compensation. Coordinate with Harvard Real Estate Services (HRES) in regard to matters concerning HRES apartments for FAS faculty members.

Basic Qualifications

  • Bachelor’s degree or equivalent work experience required
  • Minimum of 7 years’ relevant work experience

Additional Qualifications and Skills

  • BS/BA in accounting or finance is preferred but not required.
  • Minimum of 5 years relevant experience, preferably in a University setting preferred.
  • Knowledge of Microsoft Office Suite, advanced Excel skills
  • Knowledge of advanced financial administration principles
  • Experience with financial systems, databases, and querying tools.
  • Must be comfortable working with large amounts of data, detailed oriented, self-motivated and flexible.
  • Ability to work independently and as a member of a team.
  • Excellent organizational and communication skills, abilities to meet deadlines and prioritize own work.
  • Harvard experience is desirable.

Working Conditions

  • Work is performed in an office setting.
  • This position will be based in Cambridge, MA and there is currently an expectation of being on campus on Mondays and Wednesdays.

COVID Vaccine Policy: The University requires all Harvard community members to be fully vaccinated (primary series) against COVID, as detailed in Harvard’s Vaccine & Booster Information. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/.

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