Purchasing Associate Jobs in Wellesley, MA (NOW HIRING)

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Job Summary:

The Finance Associate provides support for finance and pre-award activities within the Finance and Research Administration team in the Immunology and Infectious Diseases department. Working closely with the Finance and Research administration team, including Grants Managers, Principal Investigators (including Faculty and other Researchers), and colleagues across the central Accounts Payable teams, the Finance Associate supports key finance, compliance, and accounts payable functions as well as proposal and budget preparation for Principal Investigators.

The role focuses on accurate execution of established processes under guidance, timely competition of recurring administrative and financial tasks, and strong collaboration between a variety of stakeholders. The Finance Associate provides excellent coordination and customer service support while maintaining a strong knowledge of finance and compliance. The ideal candidate has a willingness to learn a variety of different functions that support the research and financial operations of the department and can collaborate across functions and people to achieve a common objective.

Job-Specific Responsibilities:

Reporting to the Assistant Director of Finance, the Finance Associate provides a range of pre-award and finance support to IID faculty and researchers engaged in sponsored research and other projects. Duties and responsibilities include, but are not limited to, the following:

• Proposal Support:
  • Work with Principal Investigators (PIs) and their research teams on proposal development and submission for basic research grants and fellowships, especially for the National Institutes of Health (NIH)
  • Ensure documentation, formatting, and all other sponsor- and opportunity-specific requirements for proposal submission are met
  • Prepare proposal budgets using established templates and prepare budget justifications, ensuring that sponsor-specific regulatory requirements as well as Harvard policies and rates are met
  • Review and assemble proposal package (e.g., biosketches, current and pending support, facilities & resources)
  • Coordinate with Sponsored Programs Administration (SPA) for central review of proposal and work with PI and SPA to ensure proposal is submitted on time
• Accounts Payable Support:
  • Support IID department's accounts payable functions, including payment requests, supplier invoice processing, creation of department purchase orders, and supplier set-up and onboarding
  • Coordinate with Harvard Accounts Payable central office, external vendors, and research lab members to resolve basic financial and invoicing issues. Escalate and assist with more complex issues
  • Respond promptly to routine lab member and grants manager inquiries regarding accounts payable processes and issues
  • Utilize reporting (such as Committed Funds Report, Invoice Holds Report) to support lab members and grants managers in resolving invoicing issues and assisting with lab purchasing procedures
• Finance Support:
  • Prepare monthly journal entries for assigned accounts, and ad hoc journal entries for department as needed
  • Support department in internal review of lab spending and financial coding by doing spot checks on selected accounts. Providing support such as basic journal entries to resolve any identified issues.
  • Review corporate card payments and employee reimbursements with an emphasis on supporting documentation and travel compliance
• Customer Service & Communication:
  • Respond promptly to routine faculty and staff inquiries regarding finance processes and proposal preparation
  • Provide basic guidance on process requirements and direct complex policy questions to appropriate team member(s)
  • Build trust by engaging with transparency and cooperation with a multitude of stakeholders (including students, faculty, and staff across functions) to achieve common objectives

The Financial Associate will also perform other duties as assigned. 

Basic Qualifications:

• 4+ years of related experience required; a combination of education and experience may be considered

Additional Qualifications and Skills:

• Bachelor's Degree is strongly preferred, in related field a plus
• Experience with Excel, and working with word processing, spreadsheets, and databases
• Collaborative and excellent team player
• Eagerness and willingness to learn, especially in the areas of finance, accounts payable, proposal preparation, and the overall financial operations of a research-focused department
• Strong attention to detail, and ability to work collaboratively across teams and units with faculty and staff throughout an organization
• An understanding of and ability to manage confidential information
• A strong customer service orientation and an ability to work with a multitude of stakeholders, including students, faculty, and staff at the University
• Experience managing competing deadlines in a fast-paced environment

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!

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• The Harvard T.H. Chan School of Public Health does not provide visa sponsorship, now or in the future, for staff positions.
• Harvard University requires pre-employment reference checks and background screenings.
• This position has a 90 day orientation and review period. The O&R period will be waived for any internal Harvard employee transfers.

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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.

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 054. 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.