Sr Associate, Admin & Finance

Basic Qualifications

• 4 years of relevant experience in finance and administrative operations

• Demonstrated experience with Microsoft Excel and financial systems

Additional Information

This position is a fully benefits-eligible term appointment ending June 30, 2025, with possibility of renewal.

Learn more about our work culture and see yourself at Harvard Kennedy School.

We regret that the Harvard Kennedy School does not provide visa sponsorship.

Harvard University requires pre-employment reference and background checks.

Harvard University is committed to supporting a healthy, sustainable learning and working environment.

This is a hybrid position based on our campus in Cambridge, MA. As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of four days per week during the academic year. Specific days and schedule will be determined between you and your manager.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Salary Range: $69,404 - $113,558

Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity.

Position Description

HR support

• Provide center-wide HR and operational support for staff, faculty, collaborators, fellows, research associates, graduate students, and post-graduate by fellows acting as a liaison to HKS HR on questions related to new hires, appointments, fellows, payroll, term renewals, Harvard sponsored roles, managed service providers, and visa applications

• Manage the new hire and appointment approval process for students, research assistants, temps, LHTs, and fellows

• Oversee and execute process to set-up, onboard, and welcome new staff, students, research assistants, fellows, and collaborators

• Monitor and process term extensions and renewals for staff, students, and fellows

• Monitor and troubleshoot weekly time sheet submission, payroll approvals and notify manager of outstanding time submissions.

• Coordinate off-boarding of departing employees

• Maintain HR files and personnel files

Financial Operations

• Review and prepare reimbursements, invoices and corporate card reconciliations on gifts, endowment, and sponsored awards, ensuring compliance with university financial policies

• Review purchasing card, concur travel and expense reports. Provide monitoring and training to ensure efficiency and accuracy

• Process and track payments to faculty, staff, students, fellows that participate in programs, sessions, or Center related work

• Manage Center-wide department card: review and prepare reimbursements, and corporate card reconciliations on gifts, endowment, and sponsored awards, ensuring compliance with university financial policies

• Financial accounts monitoring, journaling funds, and maintenance of Center program and initiative costing strings

• Assist in drafting and stewarding contracts through the approval process when contracted services are required

• Work to ensure adherence to all Harvard University and Bloomberg Center financial policies and administrative procedures

• Procure materials and services and guide contracts through internal approval processes

• Maintains archives of finance records and disposes of files in accordance with retention policies in consultation with other Finance staff as necessary

Administrative operations and facilities

Admin Operations:

• Support procurement and IT asset management (ordering new computers, collecting computers no longer in use, setup for new employees) as well as file sharing and granting access to shared systems

• Manage Admin & Finance help request form

• Monitor workstation requests, manage available and reservable workstation and requests for zoom enclaves to ensure staff, guests, and visitors feel welcome and have a place to work

• Oversee the organization and accuracy of Administration and Finance's databases (e.g., staff groups/lists, assets/systems inventory, finance costing)

• Assist in scheduling internal meetings

Facilities:

• Manage space-related requests across the center, including booking meeting spaces, reserving workstations, building and suite access, office and kitchen supplies, and incoming/outgoing mail

• Oversee the daily facilities operations across the Center to address needs as they arise, ensuring presentable appearance of the space including monitoring and stocking office/kitchen supplies, manage incoming and outgoing mail, and other needs across the Center

• Serve as primary contact to school partners for related operational and facilities matters (e.g., parking, moving, archiving, carpentry, painting, kitchen, supplies, visitor passes, keys, building access for non-event visitors, etc.)

Job Summary

Founded in 2021, the Bloomberg Center for Cities at Harvard University is a fast-growing global community committed to improving public management, leadership, and governance. The center's cross-Harvard collaboration unites expertise focused on cities across disciplines and schools to produce research, train leaders, and develop resources for global use.

The Senior Associate, Administration and Finance, reports to the Assistant Director of Administration and Finance. This position supports work of initiatives, programs, labs, staff and faculty across the Bloomberg Center for Cities. The position will manage and execute a wide range of administrative and financial responsibilities that ensure the smooth operation of the center and its programs.