Harvard Medical School
The Senior Research Administrator is responsible for lifecycle sponsored award management, and for enforcing and complying with all sponsor and University research-related policies and procedures.
The Portfolio will include contracts, grants, and cooperative agreements from federal agencies, industry sponsors, foundations, and foreign and international entities.
The Senior Research Administrator is expected to work closely with faculty and other Principal Investigators (PIs) and researchers. Although the role is expected to function with a great deal of autonomy, the individual will collaborate with colleagues in the department, the HMS Office of Research Administration (ORA), the Office for Sponsored Programs (OSP), and other Harvard and external colleagues as needed. This position requires a high level of collaboration, attention to detail, accuracy, and independent judgement.
Pre-Award responsibilities include, but are not limited to:
- Managing the application process with researchers, subrecipient institutions, and other administrators to meet internal and external deadlines.
- Working with PIs to prepare and submit grant applications for basic research, ensuring that all sponsor guidelines are met.
- Advising researchers on funding opportunity requirements, as well as fiscal, administrative, and compliance policies and procedures.
- Preparation of project-specific budgets, including proper application of F&A costs.
- Entering proposals into Harvard’s system of record (GMAS) and sponsor portals (e.g., ASSIST, Grants.gov,
- eRA Commons, ProposalCentral) and routing to ORA for institutional review, authorization, and submission.
- Drafting timely responses to Just-In-Time requests, including revised budgets, current and pending support, and compliance approvals (e.g., IRB, IACUC) information.
Post-Award responsibilities include, but are not limited to:
- Daily monitoring of grants and contracts for PIs assigned to a department portfolio.
- Serves as principal source of information on complex fiscal policies and procedures including federal funding regulations and advises faculty and staff on existing options or alternatives.
- Post-award management with a high degree of complexity; manages portfolio which includes program projects, philanthropic gifts, various domestic and international sub agreements from both federal and non-federal funding sources, ensures compliance with federal and university cost principles.
- Understanding and applying award terms and conditions, regularly reviewing study progress, and generating accurate and timely invoices to sponsors.
- Monitoring sponsored award expenditures to ensure that expenses are properly charged and reimbursed, according to award terms and conditions and within budget limits and timelines.
- Managing oversight of subrecipients, including ongoing monitoring of spending and of special terms and conditions.
- Preparing financial projection reports to analyze spending patterns and rates. Notifying PIs about funding shortfalls and planning for contingencies.
- Reviewing and approving payments, including vendor invoices, individual reimbursements, and other accounts payables and receivables up to $25k.
- Submitting timely payroll / costing changes for faculty and staff.
- Maintaining accurate records of personnel effort and corresponding salary charges to sponsored awards and assisting faculty and staff with quarterly and annual effort certifications.
- Preparing progress reports and prior approval requests and routing them for institutional review, authorization, and submission to sponsors.
- Interpret and administer university guidelines and sponsored research regulations; provide guidance to faculty about department, university, and sponsored policies.
- Working with OSP to close out sponsored projects per award requirements / financial reporting of funds.
- Other duties as required.
5+ years of work experience, with 3+ years of those in pre-and post-award management experience (both federal and non-federal) required; a combination of education and experience may be considered.
Additional Qualifications and Skills
- Bachelors degree preferred
- Experience managing sponsored projects or other restricted financial resources in a research/academic environment required
- Excellent computer skills, including proficiency with Microsoft Office and web-based applications;
- Excel skills preferred
- Experience using ASSIST, eRA Commons, and other sponsor systems
- Knowledge of grants management policies and practices, budget management, financial forecasting, and reporting. Experience in implementing policies and procedures
- Ability to monitor and apply regulations related to research grants and other awards
- Proven ability to work both collaboratively and independently in the management of multiple projects in a fast-paced, deadline-driven environment
- Good organizational skills and the ability to plan and act independently on projects with minimal supervision, creating and meeting deadlines
- Must possess excellent written and verbal communication skills
- Comprehensive analytical, strategic thinking, and problem-solving skills
- Ability to work independently and as part of a team. Knowledge of cost accounting principles and practices. Demonstrated knowledge of federal Uniform Guidance, A-21, NIHGPS, NSF PAPPG, and current issues in research administration
This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ .
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
Harvard University offers an outstanding benefits package including:
- Time Off: 3 – 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
- Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
- Retirement: University-funded retirement plan with full vesting after 3 years of service.
- Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
- Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
- Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
- Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.
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USA – MA – Boston
405007 Financial Professional (N)
55 – Hvd Union Cler & Tech Workers
40 hrs. per week tendersglobal.net Monday – Friday tendersglobal.net 8:00 am – 5:00 pm
Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values
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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