Provide administrative and financial support to the finance office of Neurology Research. Position demands a high level of customer service with minimal supervision and excellent prioritization skills. The position is expected to perform various duties independently, and requires extensive experience with computers.
PRINCIPAL DUTIES AND RESPONSIBILITIES:
Provide financial and administrative support to the Neurology Research Finance office. This includes but not limited to the following job responsibilities:
1.Process check request vouchers, petty cash vouchers and other forms of reimbursement requests in a timely fashion. Review/process/reassemble employee business expense reports when necessary. Maintain financial record on such vouchers processed. Provide Expenses module or eCheck training to new research lab members when necessary as a primary source of information on Partners and departmental expense reimbursement policy.
2.Work with Partners Purchasing and Accounts Payable to resolve any PO or reimbursement issues. This task requires in taking AP and PO related issues from lab members, investigating the status of payment/AR/PO issuance and presenting resolution to such issues.
3.Work with vendors to resolve any delinquent invoice/payments and/or duplicate payments. This task requires serving as a liaison between Partners AP/Materials Management and various vendors to resolve payment issues.
4.Assist research Finance Managers with creating purchase orders via eProcurement, and delivering the PO's to the appropriate finance manager upon receipt.
5.Assist with facilitation of monthly invoicing procedures for departmental billable activities including, but not limited to, the ARCND Flow Cytometry core facility, Harvard University web voucher system and inter-Institutional billing processes.
6.Review and reconcile monthly animal invoices and entering data into master animal report for Neurology. This task requires reviewing monthly invoices from institutional system, inputting animal purchase and housing numbers into the departmental animal reports and properly summing up monthly animal expense on the reports. The department's annual animal expense is approximately $1.8M.
7.Provide assistance in department equipment inventory and disposition of unused, broken equipment at the Center.
8.Ensure adequate and sufficient office supplies in the Sponsored Projects office. Search and provide product comparison analysis for cost savings.
9.Manage meeting schedules, room bookings and food orders for finance staff and Research Finance Director's meetings. Take meeting minutes for finance meetings.
10. Conduct the "walk" to BWH cashier's office for check deposits, and deliver over sensitive documents to various locations when requested.
11. Responsible for filing, copying and mailing various documents assigned by Research Finance Managers and the Research Finance Director.
12. Other duties and tasks assigned by the Research Finance Director and Administrative Director for Research.
Associates or Bachelors degree preferred
Minimum of one year of secretarial or preferably financial support experience
Proficiency in MS applications include Excel, Word, etc.
Excellent organizational, interpersonal and communication skills
Ability to set priorities, coordinate multiple tasks, and meet deadlines
Ability to carry out responsibilities accurately and independently with appropriate follow up
Excellent computer skills, on either PC or Mac platform, facility with MS office (Word, Excel and PowerPoint), intermediate to advanced typing abilities
Objective and professional manner, mature judgment and fairness
Discretion, sensitivity, and confidentiality
Good writing skills, knowledge of correct grammar, spelling and punctuation.
Punctual and great attendance rate
1.Variable workload in fast paced environment may cause frequent interruptions and the need to shift from task to task prior to completion. Often work under time pressures and tight deadlines.
2.Work will be conducted in offices close to research laboratories.