Senior Associate, Admin and Finance

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 the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Founded in 2021 with Bloomberg Philanthropies, the Bloomberg Center for Cities at Harvard University serves a global community committed to improving public management, leadership, and governance. The Center’s cross-Harvard collaboration unites expertise focused on cities across disciplines and schools to produce research, train leaders, and develop resources for global use. The Center is designed to have practical impact on the future of cities, where more than half of the world’s people now live, by informing and inspiring local government leaders, scholars, students, and others who work to improve the lives of residents around the world.

The Bloomberg Center for Cities seeks to add an organized, detail oriented and collaborative Senior Associate, Administration and Finance. The position reports to the Assistant Director of Administration and Finance. This position supports the work of initiatives, programs, labs, staff and faculty across the Bloomberg Center for Cities. The position will manage and execute a range of financial and HR administrative responsibilities that ensure the smooth operation of the center and its programs. Key responsibilities include, but are not limited to:  

Financial Operations: 

• Manage and coordinate contracts and procurement for materials, vendors and services, including drafting and stewarding contracts through internal approval processes and overseeing vendor setup in Harvard’s B2P system  

• Coordinate the invoicing process for the Center and serve as the primary contact for inquiries related to payments, approvals, and payment status  

• Oversee the Center-wide department card and purchasing card: review and prepare reimbursements and corporate card reconciliations across gifts, endowment, and sponsored awards, ensuring compliance with Harvard University financial policies  

• Review and process Concur travel and expense reports and purchasing card transactions; provide monitoring and training to ensure efficiency, accuracy, and policy adherence  

• Process and track payments and stipends to faculty, staff, students, and fellows participating in Center-related programs and initiatives; maintain accurate records and update internal tracking systems accordingly  

• Monitor financial accounts, journal funds, maintain Center program and initiative costing strings, and process additional reimbursement requests as needed  

• Manage and update financial operations databases and the team’s internal knowledge library to support accurate reporting and continuity  

• Maintain archives of financial records and coordinate proper file disposal in compliance with retention policies, in consultation with Finance staff  

• Ensure full adherence to all Harvard University and Bloomberg Center financial policies and administrative procedures  

HR and Administrative Operations:  

• Approve weekly timesheets for all staff, including employees managed through third-party vendor (DZX), and provide related administrative support  

• Maintain and update Time & Labor (T/L) group lists and provide T/L support for the Center and its initiatives  

• Support onboarding of new employees, students, and temporary staff, including coordination of setup tasks and documentation  

• Assist with offboarding processes for departing employees, ensuring completion of administrative requirements  

• Provide administrative support for processing hiring forms and coordinating communication between hiring managers, HKS HR, and other stakeholders  

• Monitor and process HR adjustments for staff, students, and other employees; assist with related administrative tasks and workflows  

• Coordinate monthly HR data downloads and conduct reviews to ensure internal records are accurate and current  

• Collect and track workforce data from DZX to support ongoing data analysis and financial planning efforts  

• Maintain and update HR files, personnel records, and internal HR/hiring databases  

• Manage and regularly update the team’s knowledge library related to HR processes and employee resources  

Basic Qualifications:

• Bachelor's degree and 4 years of relevant experience in finance and administrative operations
• Demonstrated experience with Microsoft Excel and financial systems

Additional qualifications 

• Enthusiastic team player, eager to collaborate on a wide range of projects and contribute to a growing, cross-functional finance and operations team 

• Skill in managing multiple activities simultaneously, delivering on commitments, and operating with speed, accuracy, and strong judgment 

• Demonstrated collaborative customer-service orientation with an ability to provide clear instruction and assistance to end-users 

• An ability to understand and big picture goals while maintaining strong attention to detail 

• Process oriented / systems focused, with the ability to turn ad hoc into structured 

• Thoroughness, accuracy, and agility with financial data 

• Experience with Harvard’s chart of accounts, financial software, policies and procedures 

• Experience with Harvard’s HR processes and systems such as PeopleSoft, Fieldglass, etc. 

• Demonstrated intermediate level proficiency with Microsoft Excel preferred 

• Demonstrated experience with financial systems such as Buy 2 Pay, Concur preferred 

• Ability to effectively use Microsoft Word, Excel, Zoom, and PowerPoint 

• Knowledge and experience utilizing project management software such as Airtable a plus 

• Knowledge of Salesforce a plus 

• We are committed to building and fostering a diverse and inclusive team of staff, students, and faculty, and we seek candidates who share our commitment and values

• Appointment End Date: This position is a fully benefits eligible term appointment ending 6/30/26, with the possibility of renewal.
• 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
• Other Information: This position requires an on-campus presence, 3 days per week.

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Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). 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 056. 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, sex, ethnicity, color, national origin, 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.