Research Portfolio Manager

SmartRecruiters, Inc.; Cambridge (MA); Hybrid; USD 80,000 - 85,000; Full time

Benefits offered by this job

Parental leave

Health insurance from day one

Retirement plan

Wellbeing resources

Family support

Tuition assistance

Commuter benefits

Job summary

Harvard University in Cambridge, MA is seeking a Research Portfolio Manager to oversee a portfolio of HGSE Principal Investigators and manage the full lifecycle of sponsored and non-grant research funding.

You will ensure compliance with sponsor and Harvard policies, coordinate with Central OSP, HGSE Finance, and the Compliance Office to support HGSE's research mission. This is a hybrid role based in Cambridge, MA.

Qualifications

• 5 years of related experience in accounting, financial administration, or sponsored research.
• Knowledge of federal regulations for sponsored research preferred.
• Strong analytical ability and excellent written/oral communication skills.

Responsibilities

• Provide PI with timely information on proposal development and post-award management.
• Ensure proposals and funding requests conform to policy and funder requirements.
• Review budgets, formats, and adherence to guidelines.
• Identify discrepancies and resolve compliance and award terms issues.
• Advise on budgetary matters and fiscal policies across funded activities.
• Monitor grants and contracts to ensure expenses align with agreements.

Skills

Excel skills

Budgeting

Communication skills

Time management

Education

Bachelor's degree in related field

Tools

Oracle

Microsoft Excel

Job description

• Salary Grade: 056
• FLSA Status: Non-exempt

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 the Harvard Graduate School of Education?

The Harvard Graduate School of Education (HGSE) is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education.

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu .

Job Description

Job Summary:

The Harvard Graduate School of Education (HGSE) Office for Research Administration (HGSE ORA) provides comprehensive, faculty-centered research administration support across the full lifecycle of sponsored and research-related activity at HGSE.

Reporting to the Director of Research Management, the Research Portfolio Manager manages a portfolio of assigned HGSE Principal Investigators (PIs) and areas, departments, and centers. The Research Portfolio Manager provides comprehensive support across the full lifecycle of sponsored awards and other research funding — including contracts, consulting and related services agreements, gifts, internal awards, and other non-grant research support — from proposal development and submission through post-award management and closeout, helping to ensure compliance with sponsor, donor, and Harvard policies while supporting HGSE's research mission.

This is a one-year term position with the possibility of extension, contingent upon funding, program needs, and satisfactory performance.

Position Description

The Research Portfolio Manager operates under the HGSE ORA lifecycle model, serving as the primary point of contact for an assigned portfolio of HGSE PIs across all stages of the sponsored research process. This role requires strong knowledge of pre- and post-award administration, sponsor and donor regulations, and Harvard financial systems, as well as the ability to manage multiple competing priorities and deadlines in a high-volume environment.

The Research Portfolio Manager works closely with other HGSE ORA team members, the Director of Research Portfolio Management, the Compliance Officer, HGSE Finance, and Harvard's central Office for Sponsored Programs (Central OSP) to ensure seamless, compliant, and faculty-centered lifecycle support for all assigned PIs.

Key Responsibilities

• Provide PIs with timely information and advice in proposal development, proposal submission, and post-award management for both sponsored awards and non-grant research funding — including consulting and related services agreements, gifts, and internal awards — including interpretation of Harvard policies and sponsor and donor guidelines related to necessary approvals, allowable costs, and budget.
• Work in partnership with PIs and others to ensure proposals and other funding requests — for grants, contracts, consulting and related services agreements, gifts, and internal research awards — conform to university and school policy and funder requirements.
• Review final proposals and related submissions, including prepared budget, format, and adherence to sponsor, donor, and university guidelines.
• Identify and resolve discrepancies in internal and external requirements and expectations in all facets of proposal submission and award terms and conditions, including consulting and related services agreements and other non-grant research funding arrangements.
• Review federal and non-federal award documents and agreements, and other research-related agreements — such as consulting and related services agreements, gift agreements, and internal award terms — for compliance with university policy and procedures.
• Serve as a source of information on fiscal policies and procedures, including federal funding regulations, and advise PIs and project staff on existing options or alternatives across sponsored and non-sponsored research funding, effectively recommending courses of action on budgetary matters.
• Monitor grants and contracts and other research funding — including consulting and related services agreements, gifts, and internal awards — for assigned PIs to ensure expenses are paid according to the agreement and government regulations within budget limits and timelines.
• Review awards for compliance and audit issues; review Harvard University Office for Sponsored Programs (Central OSP) actions for accuracy and compliance with HGSE procedures.
• Ensure appropriate engagement with the School's Compliance Officer and other relevant compliance resources, and coordinate or support compliance reviews, audits, and monitoring activities as needed across sponsored and non-sponsored research funding and consulting and related services agreements.
• Manage document control and workflow for the assigned portfolio among HGSE ORA, Central OSP, and the HGSE Finance Office.
• Work collaboratively with other members of HGSE ORA, and as needed with the CRAO and Director of Research Management, on special projects — such as process improvement, policy implementation, compliance initiatives, or problem resolution — across both sponsored and non-sponsored research funding mechanisms, including consulting and related services agreements.
• Perform other duties as assigned.

Working Conditions:

This position is based in Cambridge, MA and is currently eligible for a hybrid work schedule, with an expectation of at least three workdays per week on campus. All remote work must be performed within one of the Harvard Registered Payroll States. Work location and eligibility for remote work are subject to change.

Qualifications

Basic Qualifications:

• 5 years of related experience (e.g., accounting and financial experience, sponsored research administration, or related field). Bachelor's degree may count toward experience.

Additional Qualifications and Skills:

The following qualifications are preferred.

• Knowledge of federal regulations for sponsored research and familiarity with federal and non-federal sponsors.
• Working knowledge of financial principles, budgeting, and basic analysis and forecasting.
• Strong analytical ability as well as excellent written and oral communication skills.
• Self-directed, team-oriented, and customer-focused, with the ability to handle multiple competing priorities and deadlines.
• Demonstrated ability to be trusted with confidential information.
• Excellent interpersonal skills and the ability to interact effectively with all levels of faculty and staff.
• Superior skills in Microsoft Excel and other applications in the Microsoft Office Suite.
• Knowledge of Oracle financial systems and Harvard financial applications preferred.
• Prior experience in sponsored research administration in an academic or research environment is strongly preferred; experience with non-grant research funding and consulting or related services agreements is highly desirable.

Additional Information

• Appointment End Date: 1 year from the date of hire
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable): $80,000 - $85,000commensurate with experience
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity

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 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

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

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.