Award Specialist

Harvard University; Massachusetts; Hybrid; USD 95,000 - 125,000; Full time

Benefits offered by this job

Medical/dental/vision insurance

Paid time off

Tuition assistance

Flexible work options

Job summary

Harvard University is seeking an Award Specialist within the Financial Administration Department. The role requires interpreting sponsor terms, setting up complex award structures, and ensuring compliance across the award lifecycle, collaborating with OSP and university partners.

Responsibilities include advising on high-risk scenarios, maintaining data integrity in GMAS, and guiding staff through regulatory interpretations.

Qualifications

• Bachelor’s degree or equivalent work experience.
• Minimum of 5 years’ relevant work experience.
• Advanced knowledge of sponsored research regulations.
• Familiarity with Uniform Guidance, NIH, NSF, DOD preferred.
• Strong communication and relationship management skills.
• Detail-oriented and analytical problem-solver.
• Experience in sponsored programs administration preferred.

Responsibilities

• Lead the institutional review and acceptance of complex sponsored award notices and determine award setup structures in line with policy and risk.
• Advise stakeholders on operational, compliance, and system implications for non-standard award scenarios.
• Ensure data integrity and quality assurance for sponsored projects in GMAS.
• Serve as senior escalation point for complex award issues and guide staff on regulatory interpretation.
• Execute audit and reconciliation routines to ensure complete award data.
• Lead process improvements to enhance efficiency, data integrity, and compliance outcomes.

Skills

Sponsored programs knowledge

Stakeholder management

Regulatory interpretation

Communication skills

Education

Bachelor’s degree

Job 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.

Harvard's Financial Administration Department (FAD)is responsible forthe stewardship of theUniversity’s finances, including related business processes and technology in support of theteaching and research mission of the University.The Office for Sponsored Programs (OSP) is a department within FAD that manages a diverse portfolio of federal, foundation, international, and industry sponsors;weprovide lifecycle sponsored programssupport andpartner with schools, departments, and centers across the University to facilitate proposalsubmission, award acceptance and administration, and all sponsored financialreportingand invoicingthroughoutthe life of the award.

More about FAD:

Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.
Within our own community, we aspire to:

• Engage with respect, honesty, and integrity
• Cultivate equity, diversity, inclusion, and belonging
• Welcome innovation, collaboration, and flexibility
• Enjoy our work, grow professionally, and aim for the extraordinary

Learn more about Financial Administration (harvard.edu) and our eight reporting units. (https://finance.harvard.edu/)

Job-Specific Responsibilities:

Reporting to the Manager of Award Operations, the Award Specialist independently serves as a subject matter expert and institutional resource for complex sponsored award management. This role exercises independent judgment in the interpretation of sponsor terms and conditions, determination of appropriate award structures, and resolution of non-routine and high-impact issues. The Award Specialist plays a key role in ensuring institutional compliance, mitigating risk, and advancing strategic improvements to the award management processes and systems across the university.

• Lead the institutional review, interpretation, and acceptance of complex sponsored award notices, including resolving ambiguous or conflicting sponsor terms and determining appropriate award setup structures in alignment with university policy and risk considerations. Act as a primary point of contact and problem solver for a broad range of GMAS issues across the award lifecycle, providing guidance and decision-making support across OSP and the university more broadly.

• Exercise independent judgment in evaluating non-standard or high-risk award scenarios, advising stakeholders on operational, compliance, and system implications, and determining appropriate courses of action.

• Accountable for data integrity and quality assurance for sponsored projects in GMAS, participating in the development and evaluation of processes and procedures that drive data quality and efficiency.

• Serve as a senior escalation point for complex award management issues, resolving non-routine problems and guiding research administration staff and leadership on regulatory interpretation and institutional practices.

• Execute audit and reconciliation routines to ensure complete, accurate, and consistent award data.

• Lead the development, evaluation, and continuous improvement of award management processes, recommending and implementing enhancements that improve efficiency, data integrity, and compliance outcomes. Provide expert advisory support to research administration stakeholders, guiding complex decision-making and ensuring alignment with institutional policies, sponsor requirements, and risk tolerance.

Basic Qualifications:

Basic Qualifications are the minimum threshold a candidate must meet in order to be considered for this role.

For consideration please include a cover letter.

• 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:

The following qualifications are strongly preferred. If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

• Knowledge of federal and non-federal sponsor requirements and procedures (Uniform Guidance, NIH, NSF, DOD, etc.) preferred
• Strong people and relationship management skills
• Detail-oriented and analytical problem-solver
• Strong verbal and written communication skills
• Strong organizational and time management skills
• Positive, collaborative, and team-focused attitude
• 5+ years of experience in sponsored programs, administration or related field preferred

Why join Harvard University Central Administration?

Harvard University's Central Administration (CADM) is a 5,000+ employee organization that supports the university's overall excellence by understanding and serving the needs of its schools, students, faculty, staff, alumni, and surrounding communities. Through dynamic and collaborative partnerships, CADM provides high-quality and efficient services to the schools to help them achieve their goals.

• Working Conditions: Onsite work is performed in an office setting.
• Standard Hours/Schedule:35 hours per week
  Primarily remote role with flexibility to work on-site and optional in-person meetings bi-monthly. On-site attendance expectations may evolve based on business needs.
• Visa Sponsorship Information:Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening:Identity, Education
• Other Information:Please provide a cover letter and resume as one document with your application.
  This position has a 90-day orientation and review period.

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.