Regular Reporting, Forecasting and Reconciling of Operating Accounts

Regular Reporting, Forecasting and Reconciling of Operating Accounts

Business Title / Financial & Administrative Associate
School/Unit / Campus Services
Auto req ID / 43165BR
Duties & Responsibilities / Duties and Responsibilities:
Reporting to the Assistant Director, this position’s responsibilities include, but are not limited to:
Coordinating the OFS Budget, including:
  • Regular reporting, forecasting and reconciling of operating accounts
  • Prepare and submit annual Harvard Budget Cycle deliverables:
  • Multi-year Financial Plan (MYFP)
  • Upcoming year’s Budget and current year’s Q3 Forecast, including accompanying Narratives
  • Fiscal year close, including Narrative
  • Counsel OFS Fee-for-Service Managers on their finances, budget projections and answer financial questions
  • Review and approve all OFS PCards on a weekly basis
  • Serve as OFS financial approver and authorized requestor
  • Manage the renewal, extension and/or close-out of sponsored grants
  • Prepare financial scenarios for staffing proposals
  • Determine Fee-for-Service Clients’ annual program costs, manage complex overhead calculations and billing
  • Advise Senior Leadership regarding available balances, strategic funding decisions and opportunities for cost-savings.
  • Manage Student Grant Program
  • Process payments to vendors and interdepartmental journals

Project Management in support of OFS mission, including:
  • Facilitate senior level oversight committees and working groups related to the implementation of the University’s Sustainability Plan and other key strategic activities:
  • Collect, review, edit and communicate materials, PowerPoint presentations, deliverables. Conduct research and prepare background materials in support of the group.
  • Provide executive support, such as arranging space, media and catering; creating agendas, following up with attendees and speakers, etc.
  • Serve as a principal source of information as a representative of the senior management team with the capacity to handle emergency communications, requiring judgment and prompt decision-making

Oversee event planning and logistics for major meetings (including OFS’ annual recognition event) and other large university-wide events.
  • Develop and execute comprehensive project plan
  • Drive the coordination and communication with speakers, senior leaders, faculty and students and manage outreach contacts lists and emails and other marketing needs
  • Interview, hire and manage the Office for Sustainability’s Event & Administrative Intern
  • Project-manage Living Lab faculty/student collaborations within OFS office space

Serve as the OFS Office Manager:
  • Serve as building liaison/floor coordinator by managing office equipment, organizing workspace, submitting and following-up on all building service requests, ordering supplies and managing vendor response to ensure efficient and reliable office operations.
  • Manage on-boarding/off-boarding of all OFS staff and Core interns
  • Actively participate in select OFS hiring processes
  • Manage weekly All-Staff and Core meetings
  • Update comprehensive administrative guide to streamline office procedures and improves/updates processes of operational needs.
  • Respond to or delegate the OFS general email, phone inquiries and visitors

Provide executive-level support for OFS Director
  • Strategically manage scheduling for Director to maximize efficiency and collaboration, including meetings with OFS team, school leaders, Executive Co-Chairs, and other University-wide and external stakeholders.
  • Draft correspondences and review/edit documents, as needed

Basic Qualifications /
  • Five or more years related experience in a professional office environment, with progressive growth in responsibilities and independent action.
  • Proficiency in Microsoft Office Word, PowerPoint, Outlook.
  • Intermediate skills in Microsoft Excel.
  • Photoshop, Publisher, InDesign is a plus and a demonstrated ability to learn software as needed including Harvard systems and web is a requirement.

Additional Qualifications /
  • College degree preferred; education beyond high school level may be considered toward experience.
  • Proven organizational skills, attention to detail, ability to juggle multiple projects in a fast paced environment, initiative and motivation.
  • Demonstrated ability to take projects from concept through implementation with minimal supervision.
  • High degree of flexibility, adaptability and general ability to respond to emerging opportunities and barriers in a constantly changing environment.
  • Ability to effectively work independently and as a team member.
  • Ability to work effectively with Senior Executives and a wide array of other stakeholders.
  • Excellent interpersonal, communication, outreach and follow-through skills.
  • Demonstrated good judgment, ability to make informed decisions and proactively consult with colleagues as needed.
  • Must be positive, creative, enthusiastic, collaborative and entrepreneurial with a high level of energy and initiative.
  • Ability to research new areas and learn quickly.
  • Interest in sustainability issues, particularly focused on climate and health
  • Experience in campus (or other institution) sustainability or institutional change is a plus.

Additional Information / Position Summary:
The Financial & Administrative Associate will provide executive-level administration for the members of the OFS, including management of OFS finances and budget oversight. They will serve as the principal administrative contact for internal and external constituencies and manage planning of events. Communicates and interacts regularly with University officials, faculty, staff and students, external organizations, and the public on a wide variety of matters, including providing information and specific responses to urgent and sensitive issues.Works in a highly independent manner to evaluate situations, resolve problems, and implement solutions. Provides a high level of customer service in all aspects of work.
The Financial & Administrative Associate will be part of the Core Team at the Office for Sustainability (OFS) and will work on a variety of university-wide sustainability initiatives aimed at achieving the University’s sustainability goals and commitments as envisioned in the Harvard Sustainability Plan. This position will work with a range of stakeholders across the university, especially including facilities leaders, senior administrators, faculty, and students.
Visit the Office for Sustainability website, for more information.
Job Function / General Administration
Sub-Unit / Office for Sustainability
Location / USA - MA - Cambridge
Department / Office for Sustainability
Time Status / Full-time
Union / 55 - Hvd Union Cler & Tech Workers
Salary Grade / 056
Pre-Employment Screening / Education
Employment
Identity
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 or any other characteristic protected by law.
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