Finance and Grants Coordinator

Finance and Grants Coordinator

locationUnited States
PublishedPublished: 2/20/2024
Full Time


Finance and Grants Coordinator

Faculty of Arts and Sciences


Job Summary

In the Department of Molecular and Cellular Biology, we research and teach how the collective behavior of molecules and cells forms the basis of life. We are driven by a passion for discovery and value collaborative approaches to scientific inquiry, where connections between people fuel interdisciplinary science and break boundaries across varied experimental systems. Against a backdrop of cutting-edge biological research, we work as a team of educators and mentors to inspire and train the next generation of scientists and global citizens. The Department has an opening for a Finance and Grants Coordinator, who will be responsible for performing multiple diverse and complex financial accounting and research administration duties. This position will be essential to supporting the research of MCB faculty and their research groups and to sustain smooth financial and sponsored operations for MCB. 

Position Description

Financial Accounting:

  • Prepares and processes financial reports using on-line financial systems (Concur for travel reimbursement & corporate cards, and Oracle Systems applications for office or lab supply orders and reconciling p-card transactions) all in accordance with university policy, sponsored agreements and Uniform Guidance
  • Assists in preparing and or active monitoring of billing and research agreements
  • Prepares invoices for billing and research agreements
  • Reviews HART reports such as the Travel and Entertainment report for general compliance rules and spending guidelines

Research Administration:

  • Prepares budgets, complex financial and progress reports to federal, foundational, and industry sponsors (utilizing GMAS for grant and contract terms, conditions, deadlines, and balances)
  • Monitors balances, expenditures and reconciles accounts utilizing research administration and reporting applications (including the MCB Financial Snapshot)
  • Presents data for use in planning and decision making (sponsored)
  • Reviews action memos and award notices to confirm accuracy, schedule required non-financial reports, and enter GL Budget
  • Provides pre- and post- award management for Principal Investigators
  • Assists with award closeout reporting
  • Assists with proposal submissions

Administrative Support:

  • Responsible for content and website updates for Open Scholar websites used by core administrative staff.
  • Responsible for actively monitoring the Microsoft Teams administrative help chat rooms and responding to inquiries, liaison to find answers, and provide live help as needed.
  • Performs others duties as assigned, providing a wide range of administrative support as needed

Support for Financial Associates and Research Administration Team:

  • Provides coverage for the financial associates and the research administration team, including B2P orders, Concur travel reports, preparing journals, and preparing GMAS requests.

Basic Qualifications

  • Three years of combined related experience with proven office administration and customer service skills required
  • Education may count towards experience

Additional Qualifications and Skills

  • Solid working knowledge of office processes and systems, and of related computer software and electronic communications tools
  • Communicate with excellent oral, written, and interpersonal skills
  • Ability to adapt and thrive in a fast paced, constantly changing environment
  • Provide strong attention to accuracy, detail, and organization
  • Identify and solve problems quickly and accurately
  • Prioritize and work under deadlines
  • Demonstrated commitment to customer service and willingness to assume increasing responsibilities
  • Experience with Excel and other applications in the Microsoft Office suite
  • Comfortably learn and use unfamiliar web-based technology

Working Conditions

This position offers hybrid remote/in person work flexibility. There is an expectation that employees be able to work in person in Cambridge, MA.

Additional Information

In order to be considered for this position, a cover letter and resume must be submitted.

All formal written offer letters will be made by FAS HR.

We are unable to provide visa sponsorship for this position.

At the core of the MCB department is a commitment to foster an environment in which all individuals have the opportunity to thrive. It is our shared responsibility to create an inclusive culture, where we support and respect each other as colleagues. We embrace a diverse range of perspectives. expertise, identities, experiences, talents, and abilities. By continually strengthening this foundation of investing in the well-being of our people, we enable our community's growth and pursuit of the creative and innovative approaches that underlie scientific excellence. 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States.


We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

  • 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.

Job Function


Department Office Location

USA - MA - Cambridge

Job Code

403127 Financial Associate II

Work Format

Hybrid (partially on-site, partially remote)



Salary Grade



Molecular and Cellular Biology


55 - Hvd Union Cler & Tech Workers

Time Status


Pre-Employment Screening



35 hours per week

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

LinkedIn Recruiter Tag (for internal use only)