The Bloomberg Harvard City Leadership Initiative is a joint effort of Harvard Kennedy School and Harvard Business School, in close collaboration with and funded by Bloomberg Philanthropies, to advance leadership, management, and innovation in cities. The program aims to equip mayors and their senior leaders with the tools, skills, and support required to tackle complex organizational challenges faced in running cities. The initiative is comprised of executive education (e.g. classes for mayors and senior city government leaders), ongoing support for cities in applying and spreading the learning throughout their organizations (e.g. coaching, workshops, research support), and research and curriculum development (e.g. new cases, tools for the classroom, and knowledge about municipal governance and problem-solving) to advance the field of city leadership around the world.
The Financial and Administrative Associate will manage and execute a wide range of complex administrative and financial responsibilities that the smooth operation of the program and provide support for the Bloomberg Harvard City Leadership Initiative team.
Duties & Responsibilities include:
Provide administrative and logistical support including: recordkeeping, processing expenses and preparing reimbursements, coordinating travel for team members, scheduling and arranging internal and external meetings, and other administrative requirements of the team
Coordinate the appointment process and paperwork for staff, student interns, RAs, and fellows
Execute processes to onboard/welcome new team members
Manage complex calendaring of meetings, appointments, and travel
Serve as a principal contact and source of information for visitors, including faculty, students, and staff
Support organization in preparing budgets, proposals, and financial reports, reviewing and monitoring financial data, and in financial forecasting and projections
Assist in drafting and stewarding contracts through the approval process when contracted services are required
Establish office procedures, policies, and operations; interpret and communicate policies and processes
Procure materials and services and guide contracts through internal approval processes
Assist in scheduling internal and external meetings, organizing and managing records, and keeping select databases up-to-date
Provides logistical support for special projects and programs as needed, including possible on-site support of select programs
Work with the Ash Center's leadership (where the initiative is housed) to ensure adherence to all Harvard University financial policies and procedures
This position is a fully benefits eligible term appointment ending September 30, 2020, with a strong possibility of renewal.
The Ash Center is a vibrant and values-driven community. We are committed to diversity and welcome people of varied backgrounds, cultures, experiences, and disciplines. We actively seek applications from people of color, women, the LGBTQIA+ community, military veterans, persons with disabilities and underrepresented backgrounds.
Harvard University requires pre-employment references and background checks. Harvard University is committed to supporting a healthy, sustainable learning and working environment.
Salary Grade: 055
Union: 55 - Hvd Union Cler & Tech Workers
Bachelor's degree and 3 year of relevant experience through previous positions, internships, or practicums.
Experience using Harvard financial systems such as Concur, HCOM, PeopleSoft is strongly preferred.
Prior Harvard experience strongly preferred.
Excellent organizational, communication, and interpersonal skills
Ability to work independently and as part of a team
An enthusiasm for rolling up their sleeves to do whatever it takes to get work done
Skill in managing multiple diverse activities simultaneously, delivering on commitments, and operating with speed, accuracy, and strong judgment
A strong customer service orientation
An ability to understand and big picture goals while maintaining a strong attention to detail.
Experience with Harvard's financial administration software and procedures highly desirable
Thoroughness, accuracy, and agility with financial data
Ability to effectively use Microsoft Word, Excel, and PowerPoint
Experience coordinating logistics for events/conferences a plus
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 48781BR
About Harvard University Kennedy School
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.