Effort Reporting Coordinator

26-Jan-2024

Financial Administration

64757BR

Position Description

This is a fully benefited, part-time Harvard University position that has been funded through January 31, 2026. There is the possibility of renewal, contingent on funding, university priorities and satisfactory job performance. 

Financial Administration (FAD) is dedicated to advancing Harvard University’s teaching and research mission by stewarding its resources; providing support, guidance, and consultation; ensuring compliance with University and federal guidelines; mitigating risk; pursuing operational excellence; and promoting the financial health of the University.

Reporting to the Director of Cost Analysis, this part-time, 2-year term position in the Office for Sponsored Programs will be a central part of the team responsible for Harvard’s federally required effort reporting compliance.
As a member of the Cost Analysis team, the Effort Reporting Coordinator is responsible for monitoring Effort Certification & Reporting Technology (ecrt) data, maintaining effort reporting cycles, and preparing and distributing communications related to effort reporting compliance. 

Specifically:

Monitoring includes running or reviewing reports and initiating corrective action:

• run and review ecrt reports weekly for new certifiers who need to be assigned to departments
• run and review ecrt reports weekly for quarterly certifications with negative values that need to be cleared
• review reports monthly for transactions that fail to post to ecrt due to:
  • Missing HUID or Period of Work Performed
  • Invalid source key
  • Invalid activity-subactivity combination
• review daily ecrt help desk tickets to identify tasks for completion by coordinator and to escalate tasks for troubleshooting or resolution by other ecrt support staff
• as cycles close, run completion reports for distribution to TECs and Senior Cost Analyst

Maintaining

includes managing the effort review and reporting cycles:

• communicating with tub effort coordinators (TECs) about opening review cycles and updates to ecrt availability

• edit ecrt user-facing text messages as cycles open and close quarterly and annually
• annually set up quarterly and annual cycle calendar in ecrt and publish the calendar to websites and users
• assisting with trainings

Communications

includes: 

• email TECs about opening review cycles and updates to ecrt availability
• request changes to the OSP websites with new dates as cycles open and close quarterly and annually and as training sessions are scheduled and completed
• assist in the coordination of quarterly  meetings of the Effort Reporting Operating Committee (EROC) by scheduling meeting, requesting agenda items, and drafting an agenda for review by Senior Cost Analyst

The coordinator will be expected to become familiar with federal effort reporting compliance and

Harvard’s Effort Reporting policy

as well as the ecrt software. The Coordinator will be expected to create and sustain effective and professional collaborations with tub effort coordinators and department-based primary effort coordinators.  

Basic Qualifications

• Education: Associates degree or equivalent experience
• Skills and Experience: combination of education and/or 5-8 years’ experience.

Additional Qualifications and Skills

The following Additional Qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Ability to ask for help when it is needed
• Ability to communicate verbally and through cogent and direct emails
• Ability to exercise excellent professional discretion related to highly sensitive and personal information related to compensation
• Ability to learn basic office software, like Outlook, Excel, and Word
• Ability to learn and understand how data flows between administrative systems
• Ability to read and eventually understand a policy document
• Ability to learn some fundamental accounting principles related to salary charges and federal allowability

Additional Information

Please provide a cover letter with your application.

Please note:

• Harvard University requires pre-employment reference and background screening. 
• We are unable to provide work authorization and/or visa sponsorship. 
• This position has a 90-day orientation and review period. 

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Accessibility: 
Harvard University IT plays an important role in supporting Harvard’s commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department.

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

The Office for Sponsored Programs (OSP) is a department within Harvard University’s Financial Administration that is focused on providing high-quality administrative and financial assistance to faculty and other University affiliates performing sponsored research. OSP works with researchers across Harvard to help obtain and negotiate awards from sponsoring agencies, assist with grant proposal preparation, ensure compliance with federal regulations and University policies, provide financial support including financial reporting and billing and collection services, and promote knowledge of sponsored research administration throughout the University research community.

More about FAD:
Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.

Within our own community, we aspire to:

• Engage with respect, honesty, and integrity 
• Cultivate equity, diversity, inclusion, and belonging 
• Welcome innovation, collaboration, and flexibility 
• Enjoy our work, grow professionally, and aim for the extraordinary 

 Learn more about Financial Administration (harvard.edu) and our eight reporting units. (https://finance.harvard.edu/) 

Benefits

We invite you to visit Harvard’s Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Department Office Location

USA – MA – Cambridge

Job Code

403127 Financial Associate II

Work Format

Hybrid (partially on-site, partially remote)

Department

Office for Sponsored Programs

Union

55 – Hvd Union Cler & Tech Workers

Appointment End Date

31-Jan-2026

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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