Manager of Financial Planning and Operations

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 Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

About the Office of Graduate Education:

The Office for Graduate Education (OGE) oversees administrative resourcing and academic policy for the 11 HMS master's programs and 6 HMS-based PhD programs. 

Job Description

The Manager of Financial Planning and Operations manages the day-to-day financial operations of HMS Graduate Education (OGE) and serves as the primary financial partner for OGE's master's and PhD programs. Reporting to the Director of Financial Operations, the Manager is responsible for annual budget development, ongoing budget administration, financial reporting, reconciliations, transaction review, and operational financial management across OGE.

The Manager supervises the Finance Coordinator and oversees transactional financial activities including purchasing, accounts payable, accounts receivable, travel and expense processing, and financial approvals. The position serves as the primary financial contact for program leadership, meeting regularly with academic and administrative leaders to monitor budgets, resolve financial issues, and ensure effective stewardship of program resources. Working closely with the Assistant Director of Sponsored Programs and Associate Director of Student Funding, the Manager ensures coordinated financial services across OGE while maintaining strong internal controls and exceptional customer service.

Job-Specific Responsibilities:

Budget Administration and Program Financial Management:

• Serve as the primary financial contact for assigned master's and PhD programs.
• Meet regularly with Faculty Directors and Program administrators to review budgets, financial performance, and spending plans.
• Develop annual operating budgets in partnership with program leadership.
• Maintain detailed program budget workbooks and financial forecasts. Monitor budgets throughout the fiscal year and identify emerging financial issues.
• Prepare monthly financial reports for program leadership.
• Analyze budget variances and recommend corrective actions.
• Coordinate budget revisions and reallocations.
• Assist programs with financial planning related to enrollment, staffing, and program activities.
• Support fiscal year-end planning and budget closeout activities.

Financial Operations:

• Oversee the day-to-day financial administration of assigned program portfolios.
• Review and approve journal entries, cost transfers, and other financial adjustments.
• Review and approve Concur expense reports and corporate card transactions.
• Review Buy2Pay purchasing transactions and supplier invoices.
• Monitor account activity and resolve accounting discrepancies.
• Complete monthly reconciliations and ensure accurate financial reporting.
• Review payroll allocations and monitor financial commitments.
• Coordinate fiscal year-end close activities.
• Work with HMS Finance to resolve accounting issues.
• Ensure compliance with University financial policies and procedures.

Supervision and Operational Leadership:

• Supervise the Finance Coordinator.
• Assign daily work and establish operational priorities.
• Review work quality and ensure timely completion of financial transactions.
• Develop operational procedures and workflow improvements.
• Coach and develop staff.
• Monitor standards and resolve escalated issues.

Program Support and Consultation:

• Provide ongoing financial consultation to program leadership. Interpret Harvard financial policies and procedures.
• Assist programs with purchasing, budgeting, and financial questions. Develop financial reports and analyses that support operational decision-making.
• Train program staff on University financial systems and local procedures.
• Partner with the Assistant Director of Sponsored Programs and Associate Director of Student Funding to coordinate financial activities affecting OGE.

Process Improvement:

• Lead improvements to budgeting, reconciliation, and financial reporting processes.
• Develop and maintain standard operating procedures.
• Recommend enhancements to financial systems and reporting tools.
• Participate in implementation of new financial technologies.
• Support special financial projects.

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience

Additional Qualifications and Skills:

• MBA or Master’s degree in relevant field
• Knowledge of Microsoft Office Suite, advanced excel skills
• Knowledge of advanced financial administration principles
• Demonstrated experience with financial systems and data query tools

Additional Information

• 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
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.
• Interview Format: The interview process will include both virtual and in-person components (e.g., initial virtual screening followed by on-campus final interviews)

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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 057. 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.