Senior Research Portfolio Administrator

Harvard University • Boston, MA

1d • Hybrid

About The Position

The Department of Microbiology at Harvard Medical School is seeking a dynamic, flexible, and service-oriented Senior Research Portfolio Administrator. Reporting to the Associate Director of Finance, this cross-functional position manages a portfolio of sponsored and non-sponsored research projects and provides financial and administrative support to faculty, trainees, and staff. The role also supports the finance team as workloads and priorities change.

The administrator independently manages pre- and post-award activities for assigned faculty portfolios funded by federal, industry, foundation, internal, and other sources. Work spans proposal development and submission, budget preparation, award management, financial analysis, forecasting, reconciliations, effort management, reporting, and award closeout. The position partners with faculty on financial guidance, spending and compliance monitoring, risk identification, and research-fund stewardship.

The role also liaises with University offices, collaborating institutions, sponsors, and vendors; coordinates reporting requirements and deliverables; tracks deadlines; and helps maintain compliance with sponsor, federal, and University policies. Additional duties include accounts payable and purchasing support, resolving invoice holds and payment issues, monitoring committed funds, supporting budgets and audits, addressing financial and compliance issues, improving processes, mentoring and training team members, and communicating policy and regulatory updates.

This is a two-year term position from the date of hire, with the possibility of extension contingent on performance and continued funding. The schedule is 35 hours per week, Monday through Friday, 9:00 a.m. to 5:00 p.m. The position is hybrid; work location and schedule are determined by the department based on operational needs. Employees working away from Harvard or a Harvard-designated location must work in a Harvard-registered state. Harvard cannot provide visa sponsorship.

Requirements

• Five or more years of experience in pre- and post-award management, including federal and non-federal awards, or related experience; higher education may count toward the experience requirement.
• Ability to take initiative and demonstrate strong communication and interpersonal skills.
• Ability to multitask and move among varied work projects.
• Highly organized and detail oriented.
• Ability to work independently and as part of a team, complete tasks in a timely manner, and be highly responsive.
• Expertise with the Microsoft Office Suite.

Nice To Haves

• Bachelor's degree preferred.

Responsibilities

• Independently manage all pre- and post-award activities for an assigned faculty portfolio of sponsored and non-sponsored research projects.
• Develop and submit proposals and prepare budgets.
• Manage awards, conduct financial analysis and forecasting, perform reconciliations and effort management, prepare reports, and complete award closeouts.
• Partner with faculty to provide strategic financial guidance, monitor spending and compliance, identify risks, and recommend solutions for stewardship of research funds.
• Serve as a liaison with University offices, collaborating institutions, sponsors, and vendors.
• Coordinate reporting requirements and deliverables, maintain schedules of deadlines, and help ensure compliance with sponsor, federal, and University policies.
• Support accounts payable, invoice payments, purchasing and corporate card transactions, vendor setups, and employee reimbursements.
• Review and resolve invoice holds, follow up with researchers and vendors on payment issues, and monitor committed funds reports.
• Resolve financial and compliance issues; support annual budget development and financial audits.
• Contribute to departmental initiatives and process improvements.
• Provide training and mentorship to team members and communicate policy and regulatory updates to faculty and staff.
• Support the finance team by responding to changing workloads, priorities, and needs.

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