Finance Associate – Cambridge, MA

Reports directly to Finance Coordinator


Daily Tasks

-First Priorities

  • Sort PPEFinAR email account (Finance Team’s Email Account) and respond to requests promptly and appropriately
    • Respond to any requests related to copies of Harvard W-9 form, credit card payment links, invoices, etc.
    • Change participants’ RADIUS (program participant registration system) status to approved based on e-mail confirmation of credit card payment as well as confirmation of other accepted payment methods. Must check the payment was made (resulting in a balance of $0)
    • All other emails must be placed into appropriate folder in Outlook and marked as “unread” so the Finance Coordinator or other finance team members can review and respond
  • Open all physical mail and sort accordingly (either from the filing cabinet from the previous night or mail received at the front desk). Check faxes frequently and take appropriate action
    • All physical checks are to be processed on the day they are received
    • Process and apply Purchase Orders in Radius and send invoice copies
    • Follow-up with participants as needed
    • File Purchase Orders and all relevant paperwork accordingly
    • All other physical mail should be placed in the Finance Coordinator’s mailbox
  • Create credit vouchers for checks processed
  • Deposit credit vouchers to Cash Receipts (deliver them to the Central Finance building)
  • Update report documenting that all checks and credit vouchers have been accounted for
  • Bring completed credit voucher to Finance Manager for approval.
  • Process general AP and marketing AP
  • Scan vendor invoices if needed and store in assigned AP source folder
  • Post wire payments in RADIUS from the wire report and maintain WIRE tracker
  • File finance documents and confirm all confidential information has been blacked out (e.g. any credit card numbers and social security numbers)


Weekly Tasks

  • Match P-Card sweep report to corresponding receipts
    • Follow up with any missing receipts
  • Perform routine follow up on outstanding A/R for closed programs
  • Perform follow-up tasks for A/R on upcoming programs to be assigned by Finance Coordinator
    • E-mail or call appropriate finance contact for unpaid participants (making phone calls for past due A/R)
  • Reconcile the returned (by central) credit vouchers to the DL and match with our copies
  • Help to run weekly AR report and format it according to provided template

Other Duties/projects

  • Assist with organizing and tracking signed documentation
  • Updating the Faculty Database and RADIUS registration system
  • Perform first draft of faculty reconciliation - matching the detail listing of faculty payments to the faculty database
  • Maintain catering tracker as assigned
  • Enter facilitator and instructional staff information into the faculty database as assigned from Finance Coordinator as well as entering instructional sessions into the faculty database
  • Process refunds when applicable
  • Create custom invoices when applicable and give to appropriate FC for approval
  • Perform vendor set ups in HCOM
  • Update addresses and e-mails in Faculty Database based on submitted forms
  • Process travel reimbursements
  • Update travel information and data in database and reconcilie against receipts and expense reports
  • Make photocopies, package delivery and filing
  • Send requests for missing and expected reimbursements
  • Database maintenance and reconciliation
  • Create honorarium invoices and create HCOM requests

Other duties or projects as assigned by Finance Coordinator or Finance Manager

Essential Qualities and Skills:

  • Must be able to handle large volume of invoices, checks/credit vouchers, purchase orders and be extremely organized
  • Must be able to work well under pressure and strict deadlines
  • Must have good general computer skills especially in Excel and Outlook
  • Must be a self-starter, fast learner and self-reliant
  • Must be able to perform essential tasks and duties independently especially during the busy program season