Accounts and Compliance Administrator (HUHRE)

Harvard University · Cambridge

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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 Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Harvard University Housing & Real Estate

Harvard University Housing & Real Estate (HUHRE) is a department within Harvard Campus Services, a multi-department organization within Harvard’s Central Administration.  HUHRE supports the University’s educational and research efforts by offering Harvard affiliates a wide array of housing and real estate services in University-owned properties which are conveniently located, competitively priced, and professionally managed to residents and tenants alike. HUHRE serves as the asset manager for Harvard’s portfolio of commercial spaces and centrally stewarded institutional assets, overseeing the leasing and operations of University-owned institutional space for Harvard affiliates and commercial spaces for rent by private retail tenants within the Cambridge, and Greater Boston area.

HUHRE manages a broad range of initiatives and assets to help support the Harvard community. These include, but are not limited to: 

Harvard University Housing & Real Estate and Harvard Campus Services are committed to cultivating an organization that is diverse, equitable, and inclusive.

Job Description

Invoicing and Purchasing

• Processes capital project and departmental invoices for HUHRE.
• Ensures departmental purchasing card compliance, and that purchasing approvals align with University policies and best practices.
• Facilitates HUHRE compliance with deadlines and documentation for each mid-year and end of the fiscal year, coordinating with Campus Services Finance.
• Provides finance and compliance training resources to new hires.
• Represents department in Campus Service-wide financial and compliance initiatives.
• Serves as principal source of information on complex University and sponsored fiscal policies and procedures. Interprets Campus Services finance or procurement guidelines and policies and advises staff on existing options or alternatives and effectively recommends appropriate courses of action.
• Manages HUHRE accounts with key vendors, billing, and invoices; ensures vendor compliance with University purchasing/payment standards.
• Serves as main contact for the appropriate HUHRE vendor/partner service accounts and contracts.
• Processes payments for vendor invoices in Buy2Pay, including set-up in the accounts payable vendor database. Works with vendors to resolve payment issues.
• Works with the HUHRE Leadership team and vendors to identify and resolve discrepancies with payments and invoices.
• Assists with processing HUHRE payments including vendors invoices, individual reimbursements, and other accounts payable and receivables.
• Engages other administrative support staff as needed to accomplish work or complete projects; acts as resource and provides backup support for other administrative staff within HUHRE as needed.
• Coordinates with HUHRE Procurement liaisons as needed for purchasing and accounts compliance. 
• Coordinates and books travel for HUHRE as needed, including air/ground transportation, hotels, and conference registration.

Business Systems & Equipment

• Serves as the HUHRE coordinator and resource for key financial and purchasing business systems: B2P, Concur, etc.
• Partners with Campus Services finance team to ensure HUHRE compliance with deadlines and purchasing systems documentation within key business systems.
• Serves as primary liaison for day-to-day HUIT services for HUHRE team and partners with the HUHRE Systems team for inquiries and assistance with: computers, phones (desktop & mobile), Ricoh printers, peripheral tech, etc. as it relates to equipment standards compliance/ordering/purchasing. Provides secondary support to the Projects & Office Administrator on bi-annual computer refreshes as needed.
• Provides secondary support with annual HUHRE refreshes for parking permits and computer refreshes as needed.

Onboarding and Offboarding

• Facilitates administrative duties for Onboarding and Offboarding HUHRE staff, i.e. ordering new employee equipment, technology, working with HR and HUIT to complete New User Form and monitor progress of field tickets, outfitting onsite and remote work setups as needed to ensure compliance with HUHRE and Campus Services HR standards.
• Completes Campus Services HR and local HUHRE Onboarding/Offboarding checklists for all incoming and outgoing employees.
• Organizes and implements administrative systems and procedures, performing necessary support duties as needed. Responsible for maintaining up to date and accessible documentation of processes for which this position has primary accountability. 
• Updates MIDAS (directory) per personnel changes.

General Administration

• Responds to tenant inquiries as routed by HUHRE’s phone tree, directing them to the right resources as necessary.
• Responsible for maintaining up to date and accessible documentation of processes for which this position has primary accountability.
• Assists with the systems and technology set ups with internal relocations as needed, in partnership with Project Management and HUHRE Administrative team.
• Demonstrates technical and analytical expertise, delivers timely follow-through on commitments, and provides excellent customer service.
• Completes special projects as assigned.
• Performs related duties as required.

Qualifications

Basic Qualifications:

• Bachelor’s degree preferred.
• Minimum of five years of related experience supporting an organization with demonstrated progressive office administration skills, including but not limited to: invoice processing, vendor management, office support, and policy compliance. Education beyond high school may count toward experience.

Additional Qualifications and Skills: 

• Experience with Concur and Buy2Pay systems preferred. Familiarity with international payments, tax considerations, or compliance frameworks is a plus.
• Proficiency with Excel and standard office tools; experience with managing spreadsheets preferred
• Strong attention to detail and willingness to learn Campus Services policies and procedures.
• Strong communication and professional relationship management skills, experience with vendor management is a plus.
• Ability to deliver quality customer service and clear instruction, including the ability to explain financial concepts to non-financial audiences and comfort with upholding policy compliance.
• Ability to work and manage multiple priorities independently with minimal supervision and sound judgment.
• Ability to handle complex and confidential information with discretion.
• Strong organizational and time management skills.

Additional Information

Standard Hours/Schedule:

• 40 hours per week

Visa Sponsorship Information:

• Harvard University is unable to provide visa sponsorship for this position

Pre-Employment Screening:

• Identity, Education, and References

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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 055. 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.

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