Accounting and Business Operations Manager

Company Description

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.

Job Description

Job Summary: Independently perform complex financial administration including budget development, financial analysis, and consultation. Provide recommendations for the use of financial resources.

The Department of Stem Cell and Regenerative Biology (HSCRB) isseeking an Accounting and Business Operations (ABO) Manager to support and lead in critical department financial and business operations. In addition to advanced skills and knowledge of financial and business policies, best practices, and platforms, the ideal ABO Manager will have a strong commitment to service leadership, to team and community building, and to providing best possible customer service. Working with ABO team members, other HSCRB staff, and administrative peers across campus, the ABO Manager is key to achieving department goal of improving human health. The ABO Manger position is an excellent opportunity for someone looking grow their technical and leadership skills, mentor a team to success, and support new scientific discoveries and the development of new biomedical therapies.

Job-Specific 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.

Working Conditions:

• Work is performed in an office setting

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills:

• 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.
• Supervisory experience preferred but not required. The totality of experience working collaboratively in a team environment in financial administration, operations, analytical reporting, issue articulation, customer service, and track record of service-leadership will be evaluated.

Additional Information

The Harvard Department of Stem Cell and Regenerative Biology (HSCRB) was in founded in 2007 by the Provost’s initiative as a joint endeavor between Harvard Medical School (HMS), based in the Longwood Medical area, and Harvard’s Faculty of Arts and Sciences (FAS), based in Cambridge, MA. Our mission is to illuminate the workings of human health and disease, in both basic discovery and clinical settings. We are committed to transforming medicine by cultivating a deeper knowledge of stem cell and regenerative biology, and to training the next generation of researchers to explore new frontiers in biomedical science. Bridging academic inquiry and biomedical R&D with technology and entrepreneurship, we see scientific exploration as a service to humankind.

• 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
• Other Information: All formal offers will be made by FAS Human Resources
  • Finalist may be asked to provided work samples
  • This position requires working onsite for the first 90 days, after which the expectation is 2–3 onsite days per week

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 057. 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.