The Financial and Legal Assistant is part of a team of six administrative assistants in the Office of the General Counsel, reporting to the Legal Services and Department Administration Manager. The Financial and Legal Assistant supports the management of the OGC's outside legal spending and provides day-to-day administrative support for three University Attorneys in their varied law practices. Typical duties and responsibilities include the following. Other duties may be assigned as needed.
Independently tracks and maintains database of all legal invoices received by OGC, including inputting invoice details and gathering information regarding matters and funding from OGC attorneys as needed. Serves as main point of contact for billing departments of outside law firms.
Pulls data and prepares reports on spending by case or vendor as requested by attorneys and manager.
Directs payment of invoices by office receptionist and processes payment for invoices directly as needed. Serves as approver for certain payments in Accounts Payable B2P system.
Creates journals for cost sharing transactions with other Harvard departments on invoices pertaining to certain cases. Independently manages this process for ongoing matters that require internal cost sharing.
Processes payments received by the Office of the General Counsel, including depositing checks per the University's protocols.
Coordinates closely with Insurance Office to track spending on matters covered by insurance policies.
Processes and edits correspondence, memos, and legal documents, including photocopying, scanning and redacting information from documents, and transcribing handwritten documents.
Creates, organizes, and maintains files, both hard copy and electronic, for a variety of legal matters, using the office's electronic docket and document management systems.
Manages calendars, arranges meetings, schedules rooms, and equipment.
Answers phones and assists clients as needed.
Processes expense reports and reimbursements.
Provides support for other OGC attorneys as needed to cover other administrative staff absences.
Work collaboratively with other administrative staff to improve office functions and accomplish tasks that involve group efforts.
Is available to coordinate other department projects as needed.
Harvard Human Resources is committed to enabling Harvard's world changing mission through inclusive excellence in Human Resources practices. We welcome applicants who bring varied experiences, backgrounds, and expertise to advance the work of the department in service to Harvard's mission.
Salary Grade: 054
Union: 99 - Non-Union, Confidential Non-Ex
Minimum of 3 years of experience in an administrative and financial support role. Must be extremely proficient with Microsoft Office Products (Outlook, Word, PowerPoint, Excel) and have prior experience with database software and accounting.
Bachelor's degree preferred. Prior work experience in a law firm or with Harvard's financial systems preferred. Candidate will be a notary public or be willing to obtain a notary public certification at the OGC's expense. Familiarity with legal terminology or willingness to learn. Superior interpersonal skills with proven ability to successfully interact and collaborate with varied constituencies in a professional manner, exhibiting excellent written and oral communication skills. Strong attention to detail. Ability to work independently as well as collaboratively as part of a team. Ability to handle confidential information with discretion. Note: This is a confidential position and is exempt from the bargaining unit.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Internal Number: 52703BR
About Harvard University Office of the General Counsel
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.