Research Portfolio Administrator

Harvard University; Boston (MA); On-site; USD 90,000 - 115,000; Full time

Benefits offered by this job

Parental leave

Health insurance

Retirement plans

Wellbeing resources

Tuition assistance

Commuter benefits

Job summary

Harvard University’s Department of Neurobiology seeks a Research Portfolio Administrator to manage lifecycle sponsored award processes, ensuring compliance with sponsor and institutional policies. The role collaborates with PIs, department staff, ORA, and OSP to prepare budgets, submit proposals, and monitor ongoing awards.

The position requires strong analytical, financial, and communication skills, with experience in pre- and post-award activities, and proficiency with sponsor systems.

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.

Responsibilities

• Pre-Award responsibilities include, but are not limited to: managing the application process with researchers, subrecipient institutions, and other administrators to meet deadlines; working with PIs to prepare and submit grant applications; advising researchers on funding opportunity requirements; preparing project budgets; entering proposals into GMAS and sponsor portals; drafting Just-In-Time responses.
• Post-Award responsibilities include: daily monitoring of grants and contracts; providing guidance on federal funding regulations; managing complex multi-source portfolios; invoicing sponsors; monitoring expenditures; overseeing subrecipients; preparing financial projections; notifying PIs of funding shortfalls; reviewing payments and reimbursements; assisting with effort certifications and reporting; coordinating with OSP to close out projects.
• Interpreting and administering university guidelines; working with OSP to close out sponsored projects per award requirements; providing guidance to faculty on policies; ensuring compliance with cost principles.

Skills

Grants administration

Pre/post-award mgmt

Budgeting

MS Office

Excel

ASSIST/eRA

Regulatory knowledge

Communication skills

Organizational skills

Analytical thinking

Education

Bachelor's degree preferred

Tools

GMAS

Grants.gov

ASSIST

eRA Commons

ProposalCentral

Job description

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 Department of Neurobiology:

Founded as the first of its kind in 1966, the Department is committed to convening and nurturing a diverse community of individuals dedicated to promoting excellence and leadership in neurobiology education, research, and service. Diverse perspectives, talents, experiences, and contributions as HMS students, trainees, faculty, staff, and administrators are the foundation and drivers of our excellence.

Job Description

The Research Portfolio Administrator is responsible for lifecycle sponsored award management, and for enforcing and complying with all sponsor and University research- related policies and procedures. The portfolio will include contracts, grants, and cooperative agreements from federal agencies, industry sponsors, foundations, and foreign and international entities. The Research Administrator is expected to work closely with faculty and other Principal Investigators (PIs) and researchers. Although the role is expected to function with a great deal of autonomy, the individual will collaborate with colleagues in the department, the HMS Office of Research Administration (ORA), the Harvard University Office for Sponsored Programs (OSP), and other Harvard and external colleagues as needed. This position requires a high level of collaboration, attention to detail, accuracy, and independent judgement.

Pre-Award responsibilities include, but are not limited to:

• Managing the application process with researchers, subrecipient institutions, and other administrators to meet internal and external deadlines.
• Working with PIs to prepare and submit grant applications for basic research, ensuring that all sponsor guidelines are met.
• Advising researchers on funding opportunity requirements, as well as fiscal, administrative, and compliance policies and procedures.
• Preparation of project-specific budgets, including proper application of F&A costs.
• Entering proposals into Harvard’s system of record (GMAS) and sponsor portals (e.g., ASSIST, Grants.gov, eRA Commons, ProposalCentral) and routing to ORA for institutional review, authorization, and submission.
• Drafting timely responses to Just-In-Time requests, including revised budgets, current and pending support, and compliance approvals (e.g., IRB, IACUC) information.

Post-Award responsibilities include, but are not limited to:

• Daily monitoring of grants and contracts for PIs assigned to a department portfolio.
• Serves as principal source of information on complex fiscal policies and procedures including federal funding regulations and advises faculty and staff on existing options or alternatives.
• Post-award management with a high degree of complexity; manages portfolio which includes program projects, philanthropic gifts, various domestic and international sub agreements from both federal and non-federal funding sources, ensures compliance with federal and university cost principles.
• Understanding and applying award terms and conditions, regularly reviewing study progress, and generating accurate and timely invoices to sponsors.
• Monitoring sponsored award expenditures to ensure that expenses are properly charged and reimbursed, according to award terms and conditions and within budget limits and timelines.
• Managing oversight of subrecipients, including ongoing monitoring of spending and of special terms and conditions.
• Preparing financial projection reports to analyze spending patterns and rates.
• Notifying PIs about funding shortfalls and planning for contingencies.
• Reviewing and approving payments, including vendor invoices, individual reimbursements, and other accounts payables and receivables up to $25k.
• Submitting timely payroll / costing changes for faculty and staff.
• Maintaining accurate records of personnel effort and corresponding salary charges to sponsored awards and assisting faculty and staff with quarterly and annual effort certifications.
• Preparing progress reports and prior approval requests and routing them for institutional review, authorization, and submission to sponsors.
• Interpret and administer university guidelines and sponsored research regulations; provide guidance to faculty about department, university, and sponsored policies.
• Working with OSP to close out sponsored projects per award requirements / financial reporting of funds.

Other duties as they relate to the department's research administration/financial management.

Qualifications

Basic Qualifications:

• 4 years of work experience in grants administration or related field. Higher education may count toward years of experience.

Additional Qualifications and Skills:

• At least 2 years experience in pre-and/or post-award management.
• Bachelors degree preferred.
• Experience managing sponsored projects or other restricted financial resources in a research/academic environment required.
• 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. Experience in implementing policies and procedures.
• Ability to monitor and apply regulations related to research grants and other awards.
• Proven ability to work both collaboratively and independently in the management of multiple projects in a fast-paced, deadline-driven environment.
• Good organizational skills and the ability to plan and act independently on projects with minimal supervision, creating and meeting deadlines.
• Must possess excellent written and verbal communication skills.
• Demonstrated and comprehensive analytical, strategic thinking and problem-solving skills.
• Ability to work independently and as part of a team.
• Knowledge of cost accounting principles and practices.
• Demonstrated knowledge of federal Uniform Guidance, agency regulations and current issues in research administration.

Additional Information

• Standard Hours/Schedule: 40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pm.Plan for at least 4 in-office days per week to start.
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position.
• Pre-Employment Screening: Identity
• 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.

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 055. 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.