Finance Assistant, Executive Education

Job Summary
As a core member of the Finance team, the Finance Assistant will demonstrate exceptional customer service and communication skills to assist our participants with timely payment submission from a variety of funding sources. This person will interact extensively with participants and contribute to an exceptional on-boarding experience for our learners.
Position Description
Reporting to the Associate Director of Accounting and Finance, and working in close coordination with other Finance team members and Program Delivery staff, ensure participants have an exceptional experience when reaching out to our organization with finance-related questions.
Play a lead role in the shared ExEd Finance email inbox and phone line. Provide a high level of customer service to participants and their internal corporate finance contacts (e.g., company accounts payable representatives).
Facilitate timely receipt of incoming payments by:
Utilizing external (participant/client) supplier and procurement systems to establish HBS Executive Education as an active payable vendor.
Completing documentation requests and providing attestation forms and banking information.
Facilitating the review process for participant/client agreements and questionnaires, ensuring compliance with School and University policies.
Assisting clients with tax compliance inquiries and documentation requests, coordinating with the central Harvard University tax office, when necessary.
Daily management of participant transfers in Salesforce, including related financial transactions; review transfer form instructions from program delivery teams, process necessary financial transactions with credit notes, new invoices, etc., and initiate refunds as necessary.
Carry out time-sensitive reporting related to functional areas, including but not limited to:
Weekly payment transfers reporting and accounting journal entry
Monthly prepaid tracking and associated journal entries
Provide backup coverage for participant invoicing function in Salesforce and other finance functions as needed.
Participate in bi-weekly team meetings and recommend process improvements based on knowledge, experience, and observations.
Build trust and collaboration by being present on-site and engaging directly with colleagues and various constituents
Perform other duties as assigned.
Basic Qualifications
High School Diploma, GED, or equivalent is required.
3+ years of experience in administrative support role(s) is required.
Education beyond high school may count toward experience.
Microsoft Office (Word, Excel, PowerPoint and Outlook) experience is a must.
Additional Qualifications and Skills
3+ years of related experience on a finance team is required, including demonstrated experience in accounts receivable, collections, and financial reporting.
Exceptional communication and customer service skills are required.
Proficiency in Excel is required.
Experience with Salesforce strongly preferred. Experience working with large-scale supplier/procurement systems a plus.
General understanding of bookkeeping and accounting practices is a plus.
Strong analytical and creative problem solving skills are a plus.

Employment type
Full-time

Work arrangement
Hybrid