Financial Associate II at Harvard University — Cambridge, MA

The Financial Associate performs a broad range of complex accounting and program administration responsibilities related to corporate cards, expense reimbursements, accounts payable, and fixed assets. Emphasizes a strategic, risk-based approach to financial operations by proactively monitoring activity, identifying trends, and addressing root causes of issues rather than isolated transactions. Advises faculty, students, and staff on University policy and procedures related to assigned duties and provides outstanding customer service to stakeholders across campus.

Job-Specific Responsibilities (include, but not limited to):

Corporate Cards:

• Oversees lifecycle of 300+ corporate card accounts, from application through termination.
• Implements proactive monitoring and analytics to identify patterns of non-compliance, misuse, or inefficiencies.
• Develops and refines controls to reduce recurring issues, focusing on root cause resolution rather than exception handling alone.
• Conducts targeted and periodic audits to assess compliance with University policies and IRS regulations and synthesizes findings into actionable recommendations.
• Partners with departments to address systemic issues (e.g., late reconciliations, inappropriate usage patterns).
• Manages temporary credit limit increases and cash advances with appropriate risk considerations.
• Communicates trends and emerging risks to leadership and stakeholders.
• Contributes to development of training materials that address common pain points and recurring compliance gaps.
• Serves as a subject matter resource for corporate card program, travel and business expense policy, and related systems.

Expense Reimbursements:

• Reviews and approves staff expense reimbursements with a focus on policy adherence and consistency.
• Identifies recurring errors or inefficiencies and works with stakeholders to improve upstream processes.
• Performs periodic audits and trend analysis to strengthen compliance and reduce rework.
• Provides guidance to departments on appropriate documentation, timing, and classification of expenses.

Accounts Payable:

• Reviews and approves invoices in Buy2Pay, ensuring compliance with University policies.
• Performs ongoing monitoring of payment workflows, including systematic review of invoices on hold to identify process bottlenecks or recurring issues.
• Collaborates with departments to resolve underlying causes of delays or errors in invoice processing.
• Provides guidance on complex payment scenarios, including:
• Payments to foreign vendors and individuals
• Required documentation and tax considerations
• Appropriate payment methods and compliance requirements
• Recommends and supports implementation of process improvements to enhance efficiency and control environment.
• Assists in developing training and guidance materials to reduce common errors and improve submission quality.

Fixed Assets:

• Reviews and approves fixed asset additions in alignment with capitalization policies.
• Runs monthly fixed asset reports and performs annual fixed asset inventory.

Other Duties:

• Serves as back-up for pcard administrator, ensuring continuity of operations.
• Applies consistent judgment in assessing exceptions, with emphasis on risk evaluation and escalation when appropriate.
• Participates in cross-functional initiatives to improve financial operations, controls, and user experience.

Basic Qualifications:

• Associate degree in accounting or equivalent experience and at least 5 years of related experience.
• Demonstrated skills with MS Excel.

Additional Qualifications and Skills:

• Demonstrated ability to move beyond transactional work to analyze trends, identify root causes, and implement improvements
• Strong written and verbal communication skills, including ability to explain financial concepts to non-financial audiences
• Ability to work independently and exercise sound judgment
• High level of discretion in handling sensitive information
• Strong Excel skills
• Interest in developing data-driven insights and leveraging reporting tools
• Experience with Concur and Buy2Pay systems preferred. Familiarity with international payments, tax considerations, or compliance frameworks is a plus
• 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, Education, Criminal, Credit
• Other Information: This position is based on campus in Cambridge, MA and required to work in person/on campus a minimum of 3 days/week.
• Reports to the Controller within the Office of Financial Services team at the Harvard Kennedy School.

Work Format Details

Salary Grade and Ranges

Benefits

• 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