Assistant Director of Sponsored Programs

Harvard University; Cambridge (MA); Hybrid; USD 110,000 - 160,000; Full time

Job summary

Harvard Medical School in Boston is seeking an Assistant Director of Sponsored Programs to lead the HMS Office for Graduate Education’s sponsored programs portfolio. You will oversee day‑to‑day administration of awards, mentor staff, and collaborate with faculty and program leadership to ensure compliant, efficient funding support for graduate education.

The role emphasizes strategic process improvement, cross‑office collaboration, and managing complex awards across NIH training grants and

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum of 5 years’ relevant work experience.
• Advanced knowledge of sponsored research regulations.

Responsibilities

• Supervise and mentor two Senior Grants Managers.
• Prioritize timely proposal submissions and award management.
• Escalation point for complex issues.
• Develop SOPs, controls, and best practices.
• Advise the Director on operations, risks, and resources.
• Manage lifecycle of sponsored awards: budgets, reporting, closeout.
• Prepare financial analyses and executive reports.
• Coordinate with HMS and University offices to resolve issues.

Skills

Supervisory experience

Sponsored programs

Budgeting

Financial analysis

Excel

Education

Bachelor’s degree (Business/Finance)

Tools

GMAS/Oracle/PeopleSoft

Job description

004199SR

School/Unit Harvard Medical School

Department Graduate Education

Job Function Finance

Location Boston

Job Type Full-time

Salary Grade 057

Union 00 - Non Union, Exempt or Temporary

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You’ll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it’s an opportunity to shape the future of medicine.

About the Office of Graduate Education:

The Office for Graduate Education (OGE) oversees administrative resourcing and academic policy for 6 Harvard Medical School (HMS)-based PhD programs and 11 HMS master's programs.

Job Description

The Assistant Director (AD) of Sponsored Programs provides operational leadership for the HMS OGE’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, this position oversees the day-to-day administration of sponsored awards. The position serves as a trusted advisor to faculty, principal investigators, program leadership, and administrative staff. Working with the Associate Director of Student Funding, ensures that sponsored awards supporting graduate student funding are administered in a coordinated, compliant, and efficient manner while maintaining clear ownership of sponsored programs and student funding responsibilities.

Job-Specific Responsibilities

Sponsored Programs Leadership

• Supervise and mentor two Senior Grants Managers, providing coaching, workload management, performance evaluations, and professional development.
• Establish priorities, monitor workflow, and ensure timely completion of proposal submissions, award management, financial reporting, and closeout activities.
• Primary escalation point for complex issues.
• Develop and implement standard operating procedures, internal controls, and best practices.
• Advise the Director on sponsored programs operations, emerging risks, resource needs, and strategic opportunities.

Portfolio Management

• 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 lifecycle of sponsored awards, including proposal development, budget preparation, award acceptance, post-award financial management, reporting, and closeout.
• Develop complex proposal budgets and financial projections in collaboration 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 that support graduate education, ensuring adherence to donor intent and institutional policies.
• Prepare financial analyses, forecasts, and executive reports to support leadership decision-making.

Compliance and Financial Stewardship

• Strategic partner to faculty, principal investigators, program directors, department administrators, and University central offices.
• Collaborate closely with the Associate Director of Student Funding to coordinate sponsored support for graduate students.
• Work with the student funding team to ensure sponsored awards supporting tuition, stipends, fellowships, and trainee costs are administered accurately and in accordance with 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.

Process Improvement and Strategic Initiatives

• Lead initiatives to improve sponsored programs operations through process redesign, automation, and technology enhancements.
• Develop standardized templates and training materials.
• Participate in implementation of new financial and sponsored programs systems.
• Analyze operational metrics.
• Support strategic initiatives and special projects.

Qualifications

Basic Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 5 years’ relevant work experience.
• Advanced knowledge of sponsored research regulations.

Additional Qualifications and Skills

• Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field preferred.
• Seven years of progressively responsible sponsored research administration experience, including significant pre-award and post-award responsibilities preferred.
• Minimum of two years of supervisory or team leadership experience preferred.
• Demonstrated experience managing complex federal sponsored awards, preferably including NIH training grants preferred.
• Experience in higher education, academic medicine, or a research-intensive university environment strongly preferred.
• Thorough knowledge of federal regulations governing sponsored research administration, including Uniform Guidance and NIH policies.
• Experience managing foundation awards, gifts, endowments, and other restricted funding sources.
• Strong financial management, budgeting, forecasting, and analytical skills.
• Demonstrated ability to interpret complex sponsor regulations and institutional policies.
• Experience with Harvard financial and sponsored research systems (GMAS, Oracle, PeopleSoft, or similar enterprise systems) preferred.
• Advanced proficiency in Microsoft Excel and financial reporting tools.
• Excellent written, verbal, and interpersonal communication skills.
• Strong organizational and project management skills with the ability to manage multiple competing priorities.
• Demonstrated commitment to collaboration, continuous improvement, and customer service.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity, Education, Criminal, Credit
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.
• Interview Format: The interview process will include both virtual and in-person components (e.g., initial virtual screening followed by on-campus final interviews).

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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 057. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• 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

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.

Equal employment opportunity, including veterans and individuals with disabilities.