Job Summary
The Finance, Systems and Operations Specialist will support Harvard Education Publishing Group's (HEPG) mission to contribute to the knowledge and greater understanding of educational issues of central importance in our society today.
The specialist will provide financial reporting to HEPG leadership across the organization while managing the organization's accounts payable and accounts receivable functions and facilitating the organization's annual budget planning process.
The specialist will also support HEPG's growing digital marketing capacity by implementing and managing systems and operations tools and capabilities to both drive customer engagement and analyze the efficacy of financial systems and processes relevant to optimizing the work of the Publishing Group.
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Position Description
Accounting and Financial Reporting - 45%
Ensure financial compliance with university policies and procedures.
- Manage accounts payable processing, including service invoices, royalties, and other expenses.
- Maintain vendor contacts and payment profiles in the financial system of record to support payment processing.
- Manage accounts receivable processing, including check deposits, while reconciling monthly cash, credit card, wire, and check income at month-end.
- Independently analyze and reconcile financial transactions to resolve accounting issues.
- Prepare, approve, and process journal entries related to monthly, quarterly, and annual closing of the books.
- Generate month-end financial reporting to leadership across HEPG for income and expense analyses and budget tracking.
- Coordinate annual budget process with leadership across HEPG.
- Plan and budget around financial goals and business objectives.
- Prepare ad-hoc reports per leadership and internal customers' requests.
Identify opportunities and initiatives for continuous improvement in accounting and financial reporting processes, increasing accuracy and quality, sharing results, and collaborating with the Central Finance team at the Gradual School of Education.
- Adhere to critical internal policies and transaction procedures to ensure compliance.
- Maintain best practices for accounting operations, and drive process improvements while leveraging technology solutions where possible.
- Develop knowledge and skills in using University systems that support transactions and reports necessary to HEPG accounting operations.
- Collaborate with HUIT, central finance offices, and external customers to resolve accounting issues and re-design business or system processes.
Systems and Operations Support - 45%
Manage Information lifecycle and business process, conduct business analytics, improve operations and create innovative technology solutions to drive the success HEPGs publications
- Optimize HEPGs use of financial management systems, and streamline operations related to financial management and reporting.
- Manage Firebrand title management system to optimize operational efficiency across all functional groups within HEP.
- Develop and implement effective Search Engine Marketing (SEM) campaigns and strategies to drive targeted HEPG website traffic, and implement search engine optimization to maximize visibility, and support title launches.
- Integrate and manage Google Tag manager to understand the pathway from lead to customer.
- Analyze and Manage paid ad campaign performance through Google Analytics to identify and optimize opportunities to continuously improve results, including adjusting ad bids, refining audience targeting, and testing new ad formats to further refine systems and operations.
- Monitor and report on key performance metrics reflecting efficacy of paid digital marketing, including impressions, clicks, clickthrough rates, cost-per-clicks, conversions, and return on ad spend, providing actionable insights and recommendations to improve campaign performance.
- Stay current with industry trends, best practices, and emerging technologies in SEM and SEO, ensuring that HEPG remains competitive and innovative and up to date with most effective systems and operations.
Office Management, Coordination & Customer Service - 10%
Provide timely, accurate, and professional customer service to HEPG team members, authors, customers, and partners within the University community.
- Procure office materials, supplies, and equipment as needed.
- Liaise with the GSE Operations Department, Planning + Design Team, and HUIT team to coordinate Work Requests, office moves, space improvements, and IT requests.
- Assist with training temporary support staff such as student interns and other support staff for special projects and initiatives.
- Coordinate with and provide resource referrals to authors and customers as needed.
Basic Qualifications
Minimum 4 years related experience required. Experience using financial systems required. Previous experience analyzing and reporting data required.
Any candidate wishing to be considered must supply a cover letter in addition to their resume showing that they meet the required basic qualifications.
Additional Qualifications and Skills
Experience with Google Analytics for optimization
Strong communication skills both written and verbal
Demonstrated ability to develop strong working relationships
Works well independently and handles confidential information with discretion
Knowledge of MS Office Suite with intermediate excel skills
Working Conditions
HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state’s required tax and other withholdings from your paycheck for the time you work there.
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.
We regret that the Harvard Graduate School of Education does not provide Visa sponsorship.
Additional Information
Harvard University offers an outstanding benefits package including:
- Time Off: 3-4 weeks paid vacation, paid holiday break, 12 paid sick days, 12+ paid holidays, and 3 paid personal days per year
- Medical/Dental/Vision: Excellent and affordable medical, dental & vision plans, with coverage beginning as of an employee's start date
- Retirement: University-funded retirement plan with full vesting after 3 years of service
- Tuition Assistance & Reimbursement Programs: $40 per class at the Harvard Extension School, discounted options through participating Harvard graduate schools, and reimbursement options for accredited schools outside of Harvard.
- Transportation: 50% discount on MBTA passes, as well as additional options (rideshare, biking, etc.) to assist employees in their daily commute.
- Wellness & Professional Development: Programs and classes at little or no cost, including stress management, hard & soft skills development, career planning, massages, nutrition, meditation, and complimentary health services. Additionally, access to Harvard athletic facilities, libraries, campus events - and many discounts for various cultural and leisure activities throughout metro Boston.
HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.
HGSE Human Resources values diversity in all forms and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions. We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows everyone to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
We do this by:
- Hiring and retaining staff reflecting the diversity of those we serve
- Providing employees opportunities to learn, grow, and be challenged
- Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation
- Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion
- Communicating transparently and respectfully; and
- Fostering an inclusive, respectful, and professional work environment
About the Harvard Graduate School of Education
Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu
Benefits
- Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
- Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
- Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
- Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
- Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
- Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
- Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
- Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
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