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Harvard University · 3 days ago

Accounting and Business Operations Manager

Cambridge, MA

Full-time

Hybrid

Senior Level

5+ years exp

Harvard University is a vibrant community dedicated to advancing its world-changing mission. The Accounting and Business Operations Manager will independently perform complex financial administration, oversee financial operations of a large research department, and lead a team to ensure compliance with financial policies and procedures.

EducationHigher EducationUniversities

Growth Opportunities

No H1B

Responsibilities

Reporting to the Senior Financial Officer, the ABO Manager is responsible for the comprehensive financial operation of a large research and teaching department overseeing the success of research-focused financial accounting and procurement functions, service center financials, as well as financial policy administration

Responsible for managing direct reports’ assignments and performance including overseeing their timely and accurate deliverables in all research financial accounting and operations including service center financials through advising, coaching, and mentorship

Collaborates to ensure fund use and cost allocation are appropriate, and requests follow established workflow in compliance with University policy and procedures, and applicable federal, state, and local laws and regulations; implements internal controls; coordinates account closeout as needed

Manages recharge center and service-center budgets; ensures the integrity of a local tracking and billing database, and systems of filing and documentation for audit purposes performs complex Profit and Loss analysis and rate development; develops and models methodologies for scenario and ad hoc analyses, designs reporting formats and rigorously implements internal controls. Coordinates closely with ABO Team Leader to oversee service center spend and recharge processes and is responsible for document preparation and correspondence with FAS-RAS and RMAS relating to internal and external audits

Manages supplier onboarding processes as part of the accounts payable processes In close coordination with the FAS and Office of Accounting teams, including Accounts Payable, Receivable, Strategic Procurement, and the International Payee Tax Compliance team, to ensure policies, processes, and guidelines are followed

Manages the financial lifecycle of billing agreements and associated receivable and payment processes maintaining database and documentation integrity

Manages research gift and internal awards database, and maintaining data integrity

Manages, organizes, and maintains SHAREPOINT financial records and ongoing conversion from any remaining paper files to cloud platforms

Manages grantor payment workflow and process – reviews, approves, and escalates payment for internal and external awards; manages all associated interim and year-end accounting closes; performs reconciliation transactions to ensure no accounts are in deficit and account segments are aligned

Performs interim and year-end accounting closes, ensuring accruals, prepaids, and deferrals are entered correctly by centrally set deadlines

Provides technical expertise to labs for complex transactions including equipment purchases and contract reviews. Troubleshoots Buy-2-Pay systems functionalities, manages approval workflow, matches exceptions and is responsible for reviewing and securing authorization to release requisitions requests up to $25,000. Works closely with the ABO Team Leader to ensure staff absences are covered while maintaining high-quality customer service

Serves as local subject matter expert to all labs for purchases, manages ABO Inbox, and supports onboarding and ongoing training in Buy-2-Pay tools and processes; coordinates local responses to systems upgrades, conducts training 1:1 or in group settings; supports labs in supplier onboarding, and special purchases of restricted materials; provides guidance on accounting exceptions processing

Serves as liaison to the FAS, in collaboration with leadership across the University, and actively participates in FAS and University working groups as needed as the department’s representative. Contributes to Buy-2-Pay process improvement discussions, representing HSCRB users’ voices

Performs additional duties as needed

Qualification

Financial administrationBudget managementFinancial reportingOracleBuy-2-Pay systemsMicrosoft Office SuiteExcel advanced featuresData query toolsDatabase designCustomer serviceSupervisory experienceCommunication skillsTeam collaborationProblem solving

Required

Bachelor's degree or equivalent work experience required

Minimum of 5 years' relevant work experience

Knowledge of Microsoft Office Suite; Advanced knowledge of Excel in using advanced reporting features, dynamic formulas, conditional formatting, demonstrate spreadsheet designs and presentation

Knowledge of advanced financial administration principles

Demonstrated experience with financial systems and data query tools

Demonstrated ability in financial accounting and business operations in large academic scientific research settings with direct experience in sponsored fund, managerial, and cost-accounting in a highly collaborative environment

Deep understanding of the principles of Chart of Accounts and financial reporting structures

Substantial knowledge of advanced financial operations principles, with extensive experience in supplier set-up, purchase, payment, receivable, recharge systems, operations, reporting, financial compliance, tax implication for operations, and hands-up financial policy implementation

Demonstrated knowledge and experience with navigating connected large systems/applications, especially Buy-2-Pay and those for financial reporting. Direct experience with Oracle, Jaggaer systems, and large applications similar to HART, GMAS, are essential

Working knowledge of database design and basic report-writing skills

Experience in designing and maintaining Office365 sites as owner, familiar with GRS and principles and practices of file storage

Extensive experience in financial policy implementation and a solid understanding of the complexities of policy interpretation; capacity to resolve complex Buy-2-Pay and other financial scenarios

Ability to articulate complex financial policies, issues, and numbers in easy-to-understand terms to individuals at different levels of knowledge of finance and purchasing

Extensive experience in creating training agendas and materials, and direct experience in training new users and user groups on Buy-2-Pay systems, tools, and policies

Well-organized with a track record of producing high quality analytical presentations with high degree of accuracy

Ability to deliver outstanding customer service under extreme time pressure. Must be a strong problem solver, flexible, and have demonstrable success in managing multiple deadlines

Must demonstrate strong communication and interpersonal skills with extensive experience working in teams and with stakeholders including students, researchers, faculty, suppliers, and administrative peers