Biomedical Research Grants Portfolio Administrator

Harvard Medical School; Boston (MA); Hybrid; USD 90,000 - 120,000; Full time

Job summary

Harvard Medical School is seeking a Research Portfolio Administrator to manage lifecycle sponsored awards, ensuring compliance with sponsor and University policies. The role collaborates with PIs, HMS ORA, OSP, and external colleagues, handling both pre-award and post-award activities.

The position requires rigorous attention to detail, independence, and the ability to balance multiple projects in a fast-paced environment. Standard hours and in-office presence are noted.

Qualifications

• 4 years of work experience in grants administration or related field.
• At least 2 years experience in pre-and/or post-award management.
• Bachelor's degree preferred.
• Experience managing sponsored projects or other restricted financial resources in a research/academic environment.
• Excellent computer skills, including proficiency with Microsoft Office and web-based applications; Excel skills preferred.
• Experience using ASSIST, eRA Commons and other sponsor systems.
• Knowledge of grants management policies and practices, budget management, financial forecasting and reporting.
• Ability to monitor and apply regulations related to research grants and other awards.
• Proven ability to work both collaboratively and independently in a fast-paced environment.
• Good organizational skills and the ability to plan and act independently on projects with minimal supervision.
• Must possess excellent written and verbal communication skills.

Responsibilities

• Manage the application process with researchers and sub recipient institutions to meet deadlines.
• Prepare and submit grant applications for basic research per sponsor guidelines.
• Advise researchers on funding opportunity requirements and policies.
• Prepare project-specific budgets including proper application of F&A costs.
• Enter proposals into GMAS and sponsor portals and routing for institutional review.
• Draft Just-In-Time responses with revised budgets and compliance information.
• Monitor grants and contracts and advise on complex fiscal policies.
• Manage post-award portfolio including domestic and international sub-awards.
• Prepare financial projection reports and monitor expenditures.
• Notify PIs about funding shortfalls and contingency planning.
• Review payments and reimbursements up to $25k.
• Prepare progress reports and sponsor communications.
• Close out sponsored projects per award requirements with OSP.

Skills

Grants administration experience

Pre- and post-award management

Excellent communication skills

Microsoft Office proficiency

Analytical thinking

Education

Bachelor's degree preferred

Tools

ASSIST

eRA Commons

Job description

Harvard Medical School is seeking a Research Portfolio Administrator to manage lifecycle sponsored awards, ensuring compliance with sponsor and University policies. The role collaborates with PIs, HMS ORA, OSP, and external colleagues, handling both pre-award and post-award activities.

The position requires rigorous attention to detail, independence, and the ability to balance multiple projects in a fast-paced environment. Standard hours and in-office presence are noted.