Accounts and Compliance Administrator (HUHRE)

Harvard University • Cambridge, MA

6d • Hybrid

About The Position

The Accounts and Compliance Administrator supports Harvard University Housing & Real Estate (HUHRE) with financial processing, purchasing compliance, business systems, staff onboarding and offboarding, and general administration. The role processes invoices and payments, manages vendor accounts, advises staff on University and sponsored fiscal policies and procedures, and coordinates compliance deadlines and documentation with Campus Services Finance. It also provides training resources and represents HUHRE in financial and compliance initiatives.

The administrator serves as a resource for financial and purchasing systems such as Buy2Pay and Concur, and as the day-to-day liaison for HUIT services and equipment-related needs. The role coordinates staff onboarding and offboarding administration, maintains process documentation and the MIDAS directory, responds to tenant inquiries routed through the HUHRE phone tree, and assists with office systems, technology setups, and other projects. The position is 40 hours per week and hybrid; the department sets the work schedule and location based on operational needs.

Requirements

• Bachelor’s degree preferred.
• At least five years of related experience supporting an organization, with progressive office administration skills, including invoice processing, vendor management, office support, and policy compliance; education beyond high school may count toward experience.
• Proficiency with Excel and standard office tools.
• Strong attention to detail and willingness to learn Campus Services policies and procedures.
• Strong communication and professional relationship-management skills.
• Ability to provide quality customer service and clear instruction, explain financial concepts to non-financial audiences, and uphold policy compliance.
• Ability to work independently, manage multiple priorities with minimal supervision, and exercise sound judgment.
• Ability to handle complex and confidential information with discretion.
• Strong organizational and time-management skills.

Nice To Haves

• Experience with Concur and Buy2Pay systems.
• Familiarity with international payments, tax considerations, or compliance frameworks.
• Experience managing spreadsheets.
• Vendor management experience.

Responsibilities

• Processes capital project and departmental invoices for HUHRE.
• Ensures purchasing card compliance and that purchasing approvals align with University policies and best practices.
• Coordinates HUHRE compliance with mid-year and fiscal year-end deadlines and documentation in partnership with Campus Services Finance.
• Provides finance and compliance training resources to new hires.
• Represents HUHRE in Campus Services-wide financial and compliance initiatives.
• Interprets University and sponsored fiscal policies and procedures, advises staff on options, and recommends appropriate courses of action.
• Manages HUHRE accounts with key vendors, billing, and invoices, and ensures vendor compliance with University purchasing and payment standards.
• Serves as the main contact for appropriate HUHRE vendor and partner service accounts and contracts.
• Processes vendor payments in Buy2Pay, including vendor setup in the accounts payable database, and works with vendors to resolve payment issues.
• Works with HUHRE leadership and vendors to resolve payment and invoice discrepancies.
• Assists with vendor invoices, individual reimbursements, and other accounts payable and receivable payments.
• Engages administrative support staff as needed, provides resources, and backs up other HUHRE administrative staff.
• Coordinates with HUHRE Procurement liaisons on purchasing and accounts compliance.
• Coordinates and books HUHRE travel, including transportation, hotels, and conference registration, as needed.
• Serves as HUHRE coordinator and resource for financial and purchasing systems, including B2P and Concur.
• Partners with Campus Services Finance to ensure compliance with deadlines and documentation in business systems.
• Acts as the primary liaison for day-to-day HUIT services and partners with the HUHRE Systems team on equipment inquiries and support, including computers, phones, printers, and peripheral technology.
• Provides secondary support for bi-annual computer refreshes and annual parking permit and computer refreshes as needed.
• Facilitates administrative onboarding and offboarding duties, including equipment orders, coordination with HR and HUIT, tracking user-form and service-ticket progress, and arranging onsite or remote work setups.
• Completes Campus Services HR and local HUHRE onboarding and offboarding checklists.
• Organizes and implements administrative systems and procedures, and maintains current, accessible documentation for processes under the role's primary accountability.
• Updates MIDAS directory information following personnel changes.
• Responds to tenant inquiries routed through HUHRE's phone tree and directs callers to appropriate resources.
• Assists with systems and technology setups for internal relocations in partnership with Project Management and the HUHRE Administrative team.
• Provides timely follow-through and customer service, and completes special projects and related duties as assigned.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level