Legal & Financial Assistant

Company Description 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.

Why join Harvard University Central Administration? Harvard University’s Central Administration (CADM) is a 5,000+ employee organization that supports the university’s overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

Job Description Important Note: This position will start hybrid (some on-campus/some remote work), with the transition to full on-campus work in Cambridge if required by the department. Employees will be expected to commute to the office in Cambridge as required.

The Legal & Financial Assistant is part of a team of five administrative assistants in the Office of the General Counsel, reporting to the Department Administrator. The Legal Assistant provides day-to-day administrative support for seven OGC attorneys in their varied law practices. Typical duties and responsibilities include the following. Other duties may be assigned as needed.

Job-Specific Responsibilities:

• Provides direct support for a group of University Attorneys, including complex calendar management, room-booking, correspondence, coordinating conference and travel arrangements (applying the relevant policies and guidance), processing expense reports and reimbursements, and management of electronic and paper legal files.
• 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.
• Arranges meetings, schedules rooms, and equipment.
• Works collaboratively with other administrative staff to improve office functions and accomplish tasks that involve group efforts.
• Provides support for other OGC attorneys as needed to cover other administrative staff absences, which may include other duties assigned.
• Independently uses and maintains the platform of all legal invoices received by the department, including inputting missing 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 and processes payment for invoices directly as needed.
• Processes payments received by the Office of the General Counsel, including depositing checks per the University’s protocols.
• Coordinates closely with Insurance Office.
• Prepares trainings for administrative staff on financial policies and the department’s legal billing processes.
• Acts as project lead for essential University-business projects like fiscal-year-end process and accruals reports with minimal supervision from the OGC senior management team.
• Provides coverage to the office’s reception desk as needed.
• Manages office-wide functions with minimal supervision.
• Is available to coordinate other department projects as needed.

Qualifications Basic Qualifications are the minimum requirements a candidate must meet to be considered for this role.

• Minimum of 3 years of experience in an administrative support role. Must be extremely proficient with Microsoft Office Products (Outlook, Word, PowerPoint, Excel).

Additional Qualifications and Skills: 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 detai…