Financial Associate I

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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.

Job Summary:

The Peabody Museum of Archaeology & Ethnology, PMAE, is seeking an administrator to serve as a Finance Associate. Under the direction of the Deputy Director for Administration, performs a broad range of complex and high-level accounting and financial administrative duties for the Museum. Manages multiple financial systems and processes, including accounts payable, purchasing cards, internal billing, travel and expense reimbursements, cash receipts and accounts receivable, petty cash, journal vouchers, asset management, and gift processing. Prepares and analyzes monthly and quarterly financial reports for both faculty-controlled and departmental accounts. 

Works independently to resolve discrepancies and ensure compliance with university financial policies, federal regulations, and sponsor requirements. Provides strategic support for post-award sponsored research administration in compliance with federal, foundational, and institutional policies. Serves as a key financial policy and procedure resource for faculty, staff, students, and visitors. Oversees temporary payroll functions and ensures accuracy in time reporting. Maintains comprehensive financial records and supports the continuous improvement of financial operations. Assists with other day-to-day operations and duties as required. Provides the Museum with professional, reliable, communicative, responsive financial and administrative assistance.

Job Specific Responsibilities:

Policy:

• Provides guidance on institutional financial policies and procedures regarding travel reimbursement and accounts payable. Serves as a resource for related inquiries and refers individuals to appropriate departments for questions on tax and international financial compliance. 

• Assists the finance team in establishing and enforcing departmental policies and operating procedures and ensuring compliance with University and FAS policies. 

• Contributes to process improvements and assists with the implementation of new systems or procedures as needed. 

• Serves as the primary contact for faculty, visitors, and staff regarding reimbursement financial policies. 

Transaction Support: 

• Delegated to be the primary contact and Concur approver for all staff and faculty. Assists faculty and staff with corporate card reconciliation. Documents and reviews PCard transactions for the Administrative Department. 

• Processes payments for all vendor invoices in Buy2Pay, including set-up in the accounts payable vendor database. Works with vendors to resolve payment issues 

• Works with Deputy Director for Administration, FAS, and University Offices, faculty, staff, and vendors to identify and resolve discrepancies, preparing journals as needed. 

• Guides faculty and staff on proper stewardship of university funds in compliance with financial policy. Provides training to current and new staff on financial systems.

• Administers and reconciles the department’s petty cash fund, ensuring compliance with university cash handling policies and maintaining accurate documentation. Processes STOAs, accounts receivable, claims wired funds, records, and deposits gifts. 

Payroll: 

• Serves as backup for the primary payroll resource person, the Deputy Director for Administration. Processes additional pay transactions for all faculty and staff. 

• Runs weekly PeopleSoft Time and Labor reports, monitors time entry, identifies discrepancies, and collaborates with central offices to resolve issues. 

• Oversees hiring and time entry for LHT, temporary staff, and student workers; liaises with the Deputy Director for Administration and Payroll to ensure timely processing. 

Reporting:

• Runs general ledger reports in Oracle for all funds, reconciles funds, and prepares ad hoc and scheduled financial reports on faculty-controlled accounts, ensuring accuracy and timely distribution to faculty and leadership.  

• Prepares quarterly departmental financial reports for the Museum, identifying trends, variances, and recommending corrective actions when necessary. 

• Maintains financial records and supports both internal audits and external reporting requirements. Performs other duties as required.

• May assist in preparing the departmental budget.

Basic Qualifications:

Three to five years of related experience. Experience using Microsoft Excel in a reporting environment.

Additional Qualifications and Skills:

• Bachelor’s degree in accounting, finance, or a related field. 

• Experience with Harvard financial systems (e.g., PeopleSoft, HART, Concur, Buy2Pay, Accounts Receivable). 

• Familiarity with university administrative procedures and compliance requirements.  

• Experience with complex financial systems and applications, particularly involving restricted funds, endowments, gifts, and sponsored research. 

• Proficiency in spreadsheet and database tools; strong analytical and problem-solving skills. 

• Accuracy and attention to detail; ability to handle confidential information with discretion. 

• Excellent written and oral communication skills. 

• Excellent consultative, problem-solving, and solution-oriented customer service skills. 

• Demonstrated ability to work independently, with minimal supervision in a high-volume, fast-paced environment and collaboratively as part of a team.

• Strong organizational skills; accuracy and attention to detail are essential—experience with Project Management software.

• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity 

• About the Peabody Museum 
  The Peabody Museum is situated on the ancestral and traditional land of the Massachusett people. It cares for over 1.2 million items from across the world, including cultural, archaeological, and osteological collections as well as extensive photographic and archival materials. The Museum is committed to the ethical stewardship of its collections through the implementation of collaborative and culturally responsive care, interpretation, and engagement. 

Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). 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 054. 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, sex, ethnicity, color, national origin, 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.