Associate Director for Finance and Research Administration

21-Feb-2025

Associate Director for Finance and Research Administration

Faculty of Arts and Sciences

67980BR

Position Description

Reporting to the Executive Director in the Physics Department and working closely with the Chair, department faculty and members of the Physics department Senior Management Team. Provides advice and guidance to all department members regarding research and department finance, graduate student finance, compliance, and all fiscal and policy matters. Represents the Department on relevant FAS and University committees. Serves as the departmental liaison to FAS Finance and Office of Research Administration Services and will represent the departments' interests on relevant FAS and University committees.

Financial Planning and Analysis: Directs all financial planning and analysis efforts. Provides strategic financial guidance to Executive Director to meet departmental goals and objectives. Coordinates annual budget and quarterly re-forecast processes. Updates and refines short- and long-range financial projections. Reviews and executes endowment allocations. Initiates, develops, implements, communicates, and clarifies policies, procedures, and workflow in regard to finance, graduate student payroll, and graduate student financial aid. Creates annual financial reports and ad hoc reports to support decision-making by Executive Director, Chair, faculty members, and senior management. Develops deep working understanding of department financials including operating budgets, short- and long-range forecasts, staff and faculty FTEs, and endowment details. Analyzes complex financial data, including variance and trend analyses, and develops financial analyses and forecasts for reporting and presentations to Director, other units, and donors. Reviews department recharge/service center policies and procedures and ensures compliance with A-21 regulations. Creates business plans and analyses for cost recovery, replacement of equipment, and expansion of services.

Research Administration: Works collaboratively with Associate Director for Research Administration and Physics faculty in matters related to sponsored research, which includes pre- and post- award administration of sponsored grants and contracts and university-funded faculty research. Stays abreast of all relevant regulatory changes; monitors trends in departmental sponsored research and generates reports. Maintains compliance with federal regulations, sponsor requirements, University policies, and proper stewardship of sponsored funds. Oversees A-133 and Risk Management audits. Works closely with Harvard Global, Office of Research Administration Services, Office of Sponsored Research, and relevant internal departments to manage large international scope of work.

Financial Operations: Directs financial operations to provide oversight to a financial operations team responsible for procurement, accounts receivable, accounts payable, payroll, and gift and endowment processing and financial closings/reporting. Implements new financial systems. Establishes appropriate accounting practices and control mechanisms that ensure sound financial control and proper stewardship of funds.

Management and Supervision: Initiates, develops, implements, communicates, and clarifies policies, procedures, and workflow regarding finance, financial operations, research administration, and graduate program financial aid and operations. Manages three Financial Associates and provides support and mentorship to ensure professional development; co-manages Finance and Sponsored Research Administrator and provides support and mentorship to ensure professional development. Provides guidance to all department members regarding research and department finance, compliance, and all fiscal and policy matters.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 8 years’ relevant work experience
• Advanced knowledge of sponsored research regulations
• Supervisory experience

Additional Qualifications and Skills

• MBA or Master’s degree in relevant field
• Knowledge of Microsoft Office Suite, advanced excel skills
• Knowledge of advanced financial principles, budget management, financial analysis
• Excellent communication, written, interpersonal, and organizational skills
• Collaborative working style with the ability to build strong relationship with people at all levels of the organization
• Proven effectiveness in coaching and inspiring staff to provide unparalleled customer service

Additional Information

Please submit a cover letter when applying for this position.

All formal written offers will be made by FAS Human Resources.

We are unable to provide visa sponsorship for this position

Work Format Details

This is a hybrid position that is based in Massachusetts. 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.

About Us

FAS and the Department of Physics is committed to cultivating not only the diversity of our faculty, staff, and students but also in developing an inclusive culture that is vibrant, engaging and encouraging of innovation as well as intellectual debate. We believe creating and maintaining an inclusive workplace allows employees from all backgrounds and walks of life to achieve their fullest potential. We also believe an inclusive culture is one that accepts, values and views as strength the difference we all bring to the workplace.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Finance

Department Office Location

USA - MA - Cambridge

Job Code

F1359M Research Admin Mgt V PrPs

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Sciences

Salary Grade

059

Department

Physics

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Credit, Criminal, Education, Identity

Schedule

35 hours per week

Commitment to Equity, Inclusion, and Belonging

Harvard University views equity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify this excellence while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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