Assistant Director of Sponsored Programs

Harvard University • Boston, MA

4d • Hybrid

About The Position

The Assistant Director (AD) of Sponsored Programs provides operational leadership for the Harvard Medical School Office for Graduate Education’s sponsored programs portfolio, supporting externally funded graduate education and training programs across OGE-administered PhD and master’s programs. Reporting to the Director of Financial Operations, the AD oversees day-to-day administration of sponsored awards and serves as a trusted advisor to faculty, principal investigators, program leadership, and administrative staff. In collaboration with the Associate Director of Student Funding, the position coordinates administration of sponsored awards supporting graduate student funding while maintaining clear ownership of sponsored programs and student funding responsibilities.

The role supervises two Senior Grants Managers, manages a portfolio of complex federal and non-federal awards, and oversees awards through proposal development, budgeting, acceptance, financial management, reporting, and closeout. It also supports financial stewardship, regulatory compliance, operational improvements, systems implementation, and strategic initiatives. The position is hybrid, with work schedule and location determined by the department based on operational needs.

Requirements

• Bachelor’s degree or equivalent work experience.
• At least five years of relevant work experience.
• Advanced knowledge of sponsored research regulations.
• Thorough knowledge of federal regulations governing sponsored research administration, including Uniform Guidance and NIH policies.
• Strong financial management, budgeting, forecasting, and analytical skills.
• Ability to interpret complex sponsor regulations and institutional policies.
• Experience managing foundation awards, gifts, endowments, and other restricted funding sources.
• Advanced proficiency in Microsoft Excel and financial reporting tools.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management skills, including the ability to manage multiple competing priorities.
• Commitment to collaboration, continuous improvement, and customer service.

Nice To Haves

• Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field.
• Seven years of progressively responsible sponsored research administration experience, including significant pre-award and post-award responsibilities.
• At least two years of supervisory or team leadership experience.
• Experience managing complex federal sponsored awards, preferably including NIH training grants.
• Experience in higher education, academic medicine, or a research-intensive university environment.
• Experience with Harvard financial and sponsored research systems such as GMAS, Oracle, PeopleSoft, or similar enterprise systems.

Responsibilities

• Supervise and mentor two Senior Grants Managers, including coaching, workload management, performance evaluations, and professional development.
• Set priorities, monitor workflow, and ensure timely proposal submissions, award management, financial reporting, and closeout activities.
• Serve as the primary escalation point for complex sponsored-program issues.
• Develop and implement standard operating procedures, internal controls, and best practices.
• Advise the Director of Financial Operations on sponsored-program operations, emerging risks, resource needs, and strategic opportunities.
• Independently manage a portfolio of complex sponsored awards, including NIH training grants, fellowships, foundation awards, and other federal and non-federal funding.
• Oversee the full sponsored-award lifecycle, including proposal development, budget preparation, award acceptance, post-award financial management, reporting, and closeout.
• Develop complex proposal budgets and financial projections with principal investigators and program leadership.
• Monitor expenditures, commitments, cost sharing, effort reporting, and compliance with sponsor requirements.
• Manage restricted funds, including gifts and endowments supporting graduate education, in accordance with donor intent and institutional policies.
• Prepare financial analyses, forecasts, and executive reports to support leadership decision-making.
• Partner with faculty, principal investigators, program directors, department administrators, and University central offices.
• Coordinate sponsored support for graduate students with the Associate Director of Student Funding.
• Work with the student funding team to ensure sponsored awards supporting tuition, stipends, fellowships, and trainee costs are administered accurately and according to sponsor requirements.
• Partner with HMS Research Administration, University Sponsored Programs, Finance, GSAS, and other administrative offices to resolve complex issues.
• Represent OGE on University committees and working groups related to sponsored programs.
• Lead process redesign, automation, and technology-enhancement initiatives to improve sponsored-program operations.
• Develop standardized templates and training materials.
• Participate in implementation of new financial and sponsored-programs systems.
• Analyze operational metrics and support strategic initiatives and special projects.

Benefits

• Generous paid time off, including parental leave.
• Medical, dental, and vision health insurance coverage starting on day one.
• Retirement plans with university contributions.
• Wellbeing and mental health resources.
• Support for families and caregivers.
• Professional development opportunities, including tuition assistance and reimbursement.
• Commuter benefits, discounts, and campus perks.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager