Arts & Humanities Financial Administrator

Harvard University • Cambridge, MA

8d • Hybrid

About The Position

The Financial Administrator serves as the primary financial advisor for an academic department, center, or group of units within Harvard’s Faculty of Arts and Sciences. Reporting to the Divisional Finance Manager aligned to the academic division, with a dotted line to the academic leader(s) for the unit(s), the role partners with faculty, program leaders, and senior administrators to support strategic decision-making through financial planning, analysis, and stewardship. The administrator oversees departmental or center finances, including budgeting, forecasting, expense recognition, sponsored and non-sponsored funds, endowments, gifts, and unrestricted resources.

The position provides financial projections, reports, scenario planning, long-range financial models, variance analyses, trend reports, and recommendations to inform leadership decisions. It develops and maintains budgets and program costing materials, advises program managers on allocations, and monitors spending against budgets. The role also supports stewardship reporting, manages endowment and restricted fund activity in keeping with donor intent and university policies, and coordinates with donors and institutional offices on gift agreements. Additional responsibilities include overseeing unrestricted funds, advising faculty and staff on sound financial practices, maintaining compliance, and working with external institutions on financial agreements related to faculty projects and collaborations.

Work is performed in an office setting. This is a hybrid position requiring three days on campus; the department sets the schedule and location based on operational needs. The position is scheduled for 35 hours per week.

Requirements

• Bachelor’s degree or equivalent work experience.
• At least 5 years of relevant work experience.
• Strong knowledge of budgeting, forecasting, and financial analysis.
• Experience managing multiple funding sources, including sponsored research, endowments, gifts, and unrestricted funds.
• Exceptional analytical and problem-solving skills.
• Ability to translate complex financial information into clear, actionable insights.
• Strong communication and interpersonal skills and ability to work effectively with diverse stakeholders.
• High level of attention to detail and organizational skills.
• Ability to manage competing priorities and meet deadlines in a dynamic environment.
• Sound judgment and a high degree of integrity in handling sensitive financial information.
• Ability to meet work-location sponsorship requirements prior to employment.

Nice To Haves

• Familiarity with university financial systems and policies.

Responsibilities

• Partner with department leadership, including faculty, administrators, and research leaders, to identify strategic priorities and align financial resources.
• Prepare financial projections and reports for Steering Committee and Executive Committee meetings.
• Conduct scenario planning and long-range financial modeling using available tools and shadow systems.
• Provide financial insights and recommendations to support strategic decision-making.
• Develop and maintain budget workbooks covering personnel costs, non-personnel expenses, and operating costs.
• Determine available funding sources and allocate costs in compliance with fund restrictions and terms.
• Prepare detailed program budgets and collaborate with Department Administrators and Executive Directors on program costing sheets.
• Explain budget allocations to program managers and provide guidance as needed.
• Prepare variance analyses and trend reports for department leadership.
• Analyze historical spending patterns and run rates to inform forecasts.
• Develop and deliver financial presentations for leadership meetings.
• Meet with program managers to review actual expenditures against budgets and provide recommendations.
• Support stewardship reporting and financial accountability for externally funded programs.
• Track balances, spending, and commitments for endowment and restricted funds.
• Monitor expenditures for alignment with donor intent and university guidelines.
• Review gift agreements to identify allowable spending and restrictions.
• Partner with donors, development teams, gift offices, tax offices, and departmental leadership to structure agreements that meet institutional and donor goals.
• Ensure proper receipt, allocation, and recording of gift funds.
• Maintain oversight of departmental unrestricted funds.
• Ensure compliance with university financial policies, fund restrictions, and regulatory requirements.
• Advise faculty and staff on appropriate financial practices and decision-making.
• Work with external institutions to develop and manage financial agreements related to faculty projects and collaborations.

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