Position Description

Service Centers Monitoring
Partner with departmental grant managers, finance managers, and Office of Finance budget analysts in the fiscal management of service/recharge centers, providing regular reports, assisting with analyses, and comparing budget to actuals and reviewing related data. 

• Service Center Monthly and Quarterly Reporting: Run monthly reports for service center accounts and distribute quarterly reports to service centers/departments, monitoring compliance throughout the year, including a review of unallowable costs
• Monitoring and Tracking: Maintain the listing of service/recharge centers, including the creation of new service center chart of accounts and deactivating old accounts. Review high level revenue and expenses; an indication of inclusion on the Single Audit List by year; most recent rate approval date and known fund values associated with each facility. Keep up to date records of service/recharge center contacts
• Capital Equipment: Maintain offline listing of capital equipment utilized by service centers, recording depreciable life and dates placed in service in accordance with University Fixed Asset system in close collaboration with HMS capital assets and equipment management team. Calculate and send quarterly entries to the Office of Fixed Asset Accounting for equipment depreciation in accordance with university service center policy
• Service Center Space: Review and post amounts owed to HMS for facility costs for external users while maintaining total assignable space information for each service center. Coordinate with Facilities Planning Office and HMS service/recharge centers to maintain most current and accurate space information that’s part of rate calculations

Financial Compliance and Analysis
Work with Associate Director of Cost Analysis to provide further analysis and assistance related to service/recharge center for fiscal monitoring, management review, policy and procedure making, and system implementations.

• Rate Review: Obtain, review, and approve the billing rates annually and monitor both operating and support funds for compliance with federal and university policies
• Budgeting and Forecasting: Act as the main point of contact for coordinating the budgeting and forecasting processes for service center departments
• Systems and Analysis: Serve as the key Finance contact collaborating with HMS IT and HMS Office of Research Operations on service center related systems
• Audits/Tax: Provide Support service centers during the annual Single Audit. Coordinate with Tax Office the review of service centers that may be subject to Unrelated Business Income Tax (UBIT)
• Policy, Procedure, and Training: Serve as the key person monitoring compliance with University policy, providing training, answering questions and functioning as a resource to the departments and service centers. Assist new service centers come up to speed on policies

 

Indirect Cost Analysis Support
Work closely with the Associate Director of Cost Analysis in the preparation and submission of the HMS indirect cost rate proposal.

• Coordinate with HMS Facilities Planning Office, HMS IT to develop and manage the space survey system and process for indirect proposal. Assist in developing training material and present to HMS departments
• Work alongside the Associate Director of Cost Analysis to maintain the cost analysis calculation model in preparation for upcoming indirect cost proposals
•  Review equipment information in University Fixed Assets system in preparation of indirect cost proposal

Assist the Associate Director of Cost Analysis in ad hoc Strategic Projects to help inform decision making from the cost analysis perspective, including but not limited to building dashboards and data visualizations; developing KPIs; and collaborating with other key departments (IT, ORA, etc.) to articulate allowable service center and F&A treatments for recovering University costs.

Basic Qualifications

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

Additional Qualifications and Skills

• Knowledge of Microsoft Office Suite, intermediate Excel skills
• Working knowledge of budget management, financial analysis, financial modeling and basic accounting principles
• Demonstrated experience with financial systems and data query tools

Additional Information

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.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values    https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.