Harvard College Observatory Assistant Finance Director

Assistant Finance Director

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.

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard's undergraduate program (Harvard College, founded in 1636) as well as all of Harvard's Ph.D. programs (the Harvard Kenneth

C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

Job Summary:

Responsible for comprehensive financial administration, budgeting and operations. Provide management with analysis and reporting. Advise on financial planning.

Key Responsibilities

• Partner with department leadership (faculty, administrators, and research leaders) to identify strategic priorities and align financial resources accordingly.
• 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 comprehensive budget workbooks, incorporating:
• Personnel costs (planned hires, reclassifications, compensation changes)
• Non-personnel expenses and operating costs
• Determine available funding sources and allocate costs in compliance with fund restrictions and terms.
• Prepare detailed program budgets to ensure full transparency of program costs.
• Collaborate with Department Administrators (DAs) and Executive Directors (EDs) to create clear and actionable costing sheets for program managers.
• Ensure program managers understand budget allocations and provide guidance as needed.

• Prepare variance analyses and trend reports for department leadership.
• Analyze historical spending patterns and run rates to inform forecasting.
• Develop and deliver financial presentations for leadership meetings.
• Meet regularly with program managers to review actual expenditures against budget 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 to ensure alignment with donor intent and university guidelines.
• Review gift agreements to determine 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 all unrestricted funds associated with the department.
• Ensure compliance with university financial policies, fund restrictions, and regulatory requirements.
• Provide guidance to 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.

Working Conditions:

Work is performed in an office setting; this is a hybrid position requiring 3 days on campus

Physical Requirements:

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