Job Description

Accounts Payable & Accounts Receivable Specialist

Location : Boston, MA 02115

Location/Hybrid role: Remote- M/T/F, In office - W/Th 3)

Pay Rate: $33.75 on W2

Confirmation of work schedule: Mon – Fri., 35hrs/week – 9am-5pm

List top technical skills you would like to see that will lead to requesting an interview:

intermediate level Outlook and Excel skills (experience in B2P, Concur )

strong communication skills (verbal and written), adaptable in learning new processes, strong analytical problem solving skills.

Additional Job Details:

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 – August 7 (13 weeks) 35hrs 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.

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