Senior Research Portfolio Administrator

Harvard University • Boston, MA

15h • Hybrid

About The Position

The Department of Immunology at Harvard Medical School seeks a talented, enthusiastic and experienced individual to work as a Senior Research Portfolio Administrator (SRPA). They will manage pre- and post-award aspects of a complex portfolio including gift and discretionary funds in a fast-paced research environment. Sponsors include, but are not limited to: NIH, DOD, Industry, and private funders. The individual will be interpreting and applying federal, university and grantor guidelines for grants, contracts and cooperative agreements with a high degree of complexity. The SPGA will be the source of information for the application of fiscal and sponsored policies and procedures. This position must effectively communicate solutions in a team environment within the department, as well as with administrators throughout Harvard Medical School.

Pre-award responsibilities: Include identifying and disseminating relevant funding opportunities, proposal and budget development (in close conjunction with faculty) and liaising with the Sponsored Research Office as well as the Office of Technology Development (OTD) on industry sponsored research agreements. Other pre-award duties include flagging potential conflicts and reviewing funding opportunities for potentially problematic terms and conditions. Oversee all aspects of the grant application process, including development of proposal budgets in accordance with sponsor and University guidelines; serve as guide and counselor to faculty and trainees throughout the grant application and renewal processes. Guide the PI and coordinate with HMS Office of Research Administration (ORA) on the submission of materials in response to Just in Time requests.

Post-award/Financial Management duties include Authorizing and approving expenditures, preparing/reviewing monthly, quarterly and annual sponsor & internal financial reports, and forecasting financial scenarios. Additional post-award responsibilities include monthly budget and expenditure project reconciliation, interpreting and applying financial and compliance related policies, maintaining close sub recipient oversight, ongoing monitoring of special terms and conditions, and preparing financial updates for Principal Investigators, sponsors, the Department's management and Harvard Medical School’s Office of Research Administration (ORA). Expected to make sound recommendations for spending plans and to work closely with PI and lab to execute plans.

The Senior Research Portfolio Administrator must be able to work independently in a small and cohesive team environment and will be expected to take on special projects to support the team and the Department. Provide an outstanding level of customer service to a broad customer base on a wide range of very complex pre- and post-award, sponsored and compliance issues. Facilitate timely award closeout in coordination with the Harvard Office for Sponsored Programs. Support internal and external audit and compliance-related activities. SPGA may also oversee a service center/Core in conjunction with the Core’s Administrative Director for monthly financial reporting, invoicing and A/R monitoring, will work closely with HMS’s Cost Accounting team as part of the annual Service Center/Core review. Required to use a high degree of judgment and problem-solving skills to communicate and apply Department, University and sponsor guidelines throughout the sponsored project life cycle. Work closely with Department Finance Team staff, faculty, as well as HMS departments.

Requirements

• Five or more years of related experience in research administration, grants management, pre- and post-award management (including both federal and non-federal awards), finance, or related experience required.
• Higher education may count toward years of experience.
• Excellent written and verbal communication skills.
• Cognizant and respectful of cultural differences in communication approach.
• Skillful at negotiating and building persuasive arguments supported by policy.
• Exceptional judgment and an ability to maintain confidentiality.
• Excellent interpersonal and management skills with facility to interact professionally with both internal and external stakeholders.
• Positive customer-service orientation.
• Ability to independently prioritize, multi-task, and meet deadlines.
• Demonstrated ability to remain flexible in achieving outcomes; ability to adapt to shifting priorities and navigate ambiguity.
• Robust problem-solving ability, including the ability to gather information, identify resources, and imagine alternatives.
• Exceptional attention to detail.

Nice To Haves

• Bachelor's degree strongly preferred.
• Sense of humor is a must.
• System Experience with Harvard systems and policies highly preferred.
• Proficiency with Excel, ability to navigate enterprise Oracle applications, adaptability with web-based tools, and data research skills highly desirable.

Responsibilities

• Manage pre- and post-award aspects of a complex portfolio including gift and discretionary funds.
• Interpret and apply federal, university and grantor guidelines for grants, contracts and cooperative agreements.
• Identify and disseminate relevant funding opportunities.
• Develop proposals and budgets in conjunction with faculty.
• Liaise with the Sponsored Research Office and the Office of Technology Development (OTD) on industry sponsored research agreements.
• Flag potential conflicts and review funding opportunities for potentially problematic terms and conditions.
• Oversee all aspects of the grant application process, including development of proposal budgets.
• Serve as guide and counselor to faculty and trainees throughout the grant application and renewal processes.
• Coordinate with HMS Office of Research Administration (ORA) on the submission of materials in response to Just in Time requests.
• Authorize and approve expenditures.
• Prepare/review monthly, quarterly and annual sponsor & internal financial reports.
• Forecast financial scenarios.
• Perform monthly budget and expenditure project reconciliation.
• Interpret and apply financial and compliance related policies.
• Maintain close sub recipient oversight.
• Monitor special terms and conditions.
• Prepare financial updates for Principal Investigators, sponsors, the Department's management and Harvard Medical School’s Office of Research Administration (ORA).
• Make sound recommendations for spending plans and work closely with PI and lab to execute plans.
• Take on special projects to support the team and the Department.
• Provide outstanding customer service on complex pre- and post-award, sponsored and compliance issues.
• Facilitate timely award closeout in coordination with the Harvard Office for Sponsored Programs.
• Support internal and external audit and compliance-related activities.
• Oversee a service center/Core in conjunction with the Core’s Administrative Director for monthly financial reporting, invoicing and A/R monitoring.
• Work closely with HMS’s Cost Accounting team as part of the annual Service Center/Core review.
• Use a high degree of judgment and problem-solving skills to communicate and apply Department, University and sponsor guidelines.
• Work closely with Department Finance Team staff, faculty, as well as HMS departments.

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: Senior
• Education Level: No Education Listed