Senior Grants and Contracts Specialist, Proposal Review Team

Harvard Central Administration (CADM) Talent Acquisition; Cambridge (MA); Hybrid; USD 80,000 - 120,000; Full time

Benefits offered by this job

Parental leave

Health insurance

Retirement plan contributions

Wellbeing resources

Support for families and caregivers

Tuition assistance and reimbursement

Commuter benefits and campus perks

Job summary

Harvard University Central Administration's Office for Sponsored Programs (OSP) in Cambridge, MA is seeking a Senior Grant and Contracts Specialist to manage proposal submissions and sign as Authorized Organizational Representative. You will ensure compliance, coordinate with PIs, and collaborate with central offices across Harvard.

The role demands extensive sponsored research experience, mentoring, and leadership within the Proposal Review Team.

Qualifications

• Bachelor's degree or equivalent experience.
• At least 7 years of relevant work experience.
• Strong communication skills including verbal, written and interpersonal skills.
• Proficiency with Microsoft Office and ability to work with financial reporting applications and data.
• Experience working with faculty and department administrators; experience with federal or non-federal sponsors preferred.
• Ability to interact with staff, researchers and faculty with discretion and diplomacy.

Responsibilities

• Review, approve, and sign proposals
• Respond to sponsor requests
• Work directly with Principal Investigators, collaborators, and department administrator colleagues and liaise with central administrative offices to ensure applications meet all university, school, and sponsor requirements
• Other duties as assigned
• Interpret advanced compliance issues and participate in strategic planning
• Lead and mentor PRT colleagues; backfill when needed
• Develop and deliver training materials and workshops
• Collaborate with Harvard offices to maintain data quality in the system of record

Skills

Strong communication

Interpersonal skills

Microsoft Office

Financial reporting systems

Experience with faculty and admins

Discretion and diplomacy

Education

Bachelor's degree or equivalent experience

Tools

Microsoft Office Suite

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.

Financial Administration (FAD) is dedicated to advancing Harvard University’s teaching and research mission by stewarding its resources; providing support, guidance, and consultation; ensuring compliance with university and federal guidelines; mitigating risk; pursuing operational excellence; and promoting the financial health of the University.

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 (https://finance.harvard.edu/)

Job Description

The Office for Sponsored Programs (OSP) is a department within Harvard University’s Financial Administration (FAD) that is focused on providing high-quality administrative and financial assistance to faculty and other University affiliates performing sponsored research. OSP works with researchers and schools across Harvard to help obtain and negotiate awards from sponsoring agencies, assist with grant proposal preparation, ensure compliance with federal regulations and University policies, provide financial support including financial reporting and billing and collection services, assist with audits, and promote knowledge of sponsored research administration throughout the University research community through training and other educational programs.

The Senior Grant and Contracts Specialist (SGCS) on the Proposal Review Team reviews, approves as an Authorized Organizational Representative (AOR), and submits initial funding requests, continuations/progress reports, pre-proposals, resubmissions, supplements, Principal Investigator transfers into Harvard University, and renewals originating from the Cambridge campus.

As an integral part of the research administration enterprise, the SGCS manages proposal submissions for a range of schools on the Cambridge campus, working in close partnership with faculty and local research administrators. The SGCS is authorized to sign and submit proposals on behalf of the President and Fellows of Harvard College.

Job-Specific Responsibilities

Proposal Review Team Responsibilities

• Review, approve, and sign proposals
• Respond to sponsor requests
• Work directly with Principal Investigators, collaborators, and department administrator colleagues and liaise with central administrative offices to ensure applications meet all university, school, and sponsor requirements
• Other duties as assigned

Customer Service & Compliance

The SGCS is the primary point of contact for Principal Investigators, departments, and sponsors on a wide range of proposal review and submission issues, partnering with departmental staff and other OSP staff to deliver excellent service in a fast-paced environment. As a member of the Proposal Review Team (PRT), the SGCS interprets advanced compliance issues, participates in strategic planning and special projects, and reviews proposals and awards for compliance with sponsor terms and University guidelines.

Leadership & Mentoring

This role requires strong sponsored research expertise and a proven ability to lead and manage a range of proposal submissions, along with planning ability, creativity, and sound judgment to meet the varying needs of a complex community spanning disciplines, faculty, staff, programs, and sponsors. The SGCS may be asked train or mentor PRT colleagues, works closely with departments and PIs to resolve issues, backfills for other PRT team as needed, and contributes to special projects.

Policy & Process

The SGCS may be asked to help develop and deliver training materials and workshops, and actively participate in the development and revision of university-wide policies, procedures, and business processes.

Cross-Office Collaboration

The SGCS works closely with other Harvard offices as needed, e.g. Office of the Vice Provost for Research, the Office of Technology Development, Office of the General Counsel, functioning as part of a cohesive research administrative infrastructure that delivers well-rounded life-cycle research administration support. The role also ensures quality control over proposal submissions and timely updates to the system of record, to maintain accurate system data.

Qualifications

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

Basic Qualifications

• Bachelor's degree or equivalent experience
• At least 7 years of relevant work experience
• Strong communication skills including verbal, written and interpersonal skills
• Proficiency with Microsoft Office and ability to work with financial reporting applications and data
• Experience working with faculty and department administrators; experience with federal or non-federal sponsors preferred
• Ability to interact with staff, researchers and faculty with discretion and diplomacy

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.

• Profile Experienced professional, independently performs day-to-day tasks and continues to develop knowledge and skills
• Knowledge Utilizes professional knowledge and experience to apply concepts, principles and technical capabilities in performing varied tasks within established guidelines
• Complexity Performs moderately complex projects of small to medium scope within defined parameters. Applies judgment in analyzing issues and resolving problems using established policies and procedures.
• Autonomy Works independently on routine and moderately complex matters within established guidelines. Seeks guidance for complex tasks.
• Interaction Collaborates with colleagues to exchange information and complete assignments. May deliver training to clients and staff.

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

Benefits

• 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.