A/R, A/P, Payroll Clerk

Job Description
The Office of Graduate Education (OGE) Finance team is seeking a temporary Accounts Payable & Accounts Receivable Specialist to support day-to-day financial operations during a staff leave. This position reports to the Associate Director of Finance and works closely with finance staff, program managers, faculty, students, and external partners. This is a full-time, temporary role from May 11 to August 7 (13 weeks), 35 hours per week, including a one-week training overlap with the incumbent.

Accounts Payable & Procurement

• Serve as primary point of contact for day-to-day procurement and payables questions.
• Process vendor invoices, student reimbursements (sponsored and non-sponsored), and other payments in Buy2Pay.
• Set up and reactivate vendors; review and approve purchase requisitions.
• Coordinate ordering and tracking of office supplies and IT equipment.
• Review and approve Concur PCard reports and staff reimbursements.
• Oversee the department travel card: prepare reports and ensure all travel expenses comply with DMS and Harvard travel policies.

Accounts Receivable & Collections

• Prepare and distribute semi-annual preceptor invoices (Fall and Spring) and Spring program invoices.
• Set up new labs and add/update contacts in the AR system and FileMaker.
• Reconcile discrepancies between FileMaker and the general ledger and resolve issues.
• Monitor aging receivables, contact labs regarding past-due invoices, and prepare outstanding invoice reports for the management team.

Program & Student Financial Support

• Submit Master's Program guest lecturer payments in coordination with Master's Program Managers.
• Meet bi-weekly with the Masters Admin Coordinator to review guest speaker status and resolve payment questions.
• Maintain DMS financial records, tracking and monitoring all expenditures, including allowances for individual students and student groups.
• Reconcile non-sponsored account expenditures against University reports, resolve discrepancies, and prepare monthly status reports.

Customer Service & Policy Guidance

• Serve as a front-line resource and principal source of information for students, faculty, and staff on established DMS and Harvard financial policies and procedures.

Preferred Qualifications

• Experience with accounts payable, accounts receivable, and basic reconciliation.
• Familiarity with enterprise finance systems (e.g., Buy2Pay, Concur, or similar) and strong Excel skills.
• Strong attention to detail, accuracy, and organizational skills.
• Customer-service orientation and ability to explain financial policies clearly to non-finance audiences.
• Ability to manage multiple priorities and meet deadlines in a fast-paced academic environment.