Senior Research Administration Manager

Harvard University; Massachusetts; Hybrid; USD 95,000 - 102,000; Full time

Benefits offered by this job

Paid time off and benefits

Tuition assistance

Commuter benefits

Professional development

Retirement plan

Job summary

Harvard University’s Project Zero unit is seeking a Senior Research Administration Manager to oversee the sponsored research portfolios and administrative activities across multiple funding sources. The role includes pre- and post-award management, budgeting, reporting, and ensuring compliance with sponsor and university policies.

The position collaborates with the Director of Finance & Administration and PI teams to provide timely financial deliverables, forecasts, and closeout support, with a

Qualifications

• Bachelor's degree required.
• 5+ years of professional experience in sponsored research/grants.
• Strong knowledge of grants and contracts management, including non-Federal awards.

Responsibilities

• Support PZ’s sponsored research portfolio and PIs; assist in day-to-day grants administration.
• Develop grant budgets and coordinate with subrecipients and administrators to meet deadlines.
• Prepare financial reports and invoices; track expenditures and fund information.
• Ensure compliance with university and sponsor policies; communicate financial status to stakeholders.

Skills

Budgeting

Grants administration

Financial reporting

Communication

Forecasting

Education

Bachelor's degree

Tools

Buy2Pay

Concur

HART

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.

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 Summary:

The Senior Research Administration Manager is a member of Project Zero’s Finance Team and manages and supports the sponsored research portfolios of Project Zero (PZ) principal investigators (PIs), including the administration of grants and contracts. The role provides comprehensive pre- and post-award support across a variety of funding sources, including sponsored awards, gifts, core funds, and research accounts. This position oversees the full range of administrative and financial activities associated with grants and contracts management, including developing financial deliverable schedules; preparing timely and accurate financial reports and invoices; reconciling accounts; and coordinating account closeout. In collaboration with the Director of Finance & Administration, the Senior Research Administration Manager helps ensure the effective operation of PZ’s financial and research administration functions. The role may also represent the Director in their absence on matters related to finance and research administration.

About Project Zero

The oldest research group at the Harvard Graduate School of Education, Project Zero is an educational research center that has pioneered progressive, creative-based thinking and learning for nearly 60 years. Our frameworks, tools, thinking routines, and robust library of resources have reached countless educators, learners, and leaders around the world—transforming the landscape of education. When it comes to evidence-based, multidisciplinary research, PZ is the valuable source educators rely on.

Job-Specific Responsibilities.

Pre and Post Award (75%)

• Works closely with Director of Finance and Administration to support PZ’s robust sponsored research portfolio and PIs. in the Director’s absence, serves as a key point of contact on day-to-day sponsored research and grants administration matters.
• Fosters collaborative relationships with PIs and research teams, advising on financial projections, budgeting, and relevant policies.
• Partners with PIs on proposal preparation and submission, including developing grant budgets and coordinating with subrecipients and administrators to meet internal and sponsor deadlines.
• Collaborates regularly with GSE OSP to support setup of new sponsored research accounts, maintains accurate financial records, prepares financial reports and invoices, and closes out projects.
• Monitors expenses to ensure they are paid according to sponsor and University regulations within budget and time limits. Maintains all financial and accounting records.
• Performs spending projections, prepares complex financial reports, and maintains a working knowledge of fund information for accounts within the portfolio.
• Interprets and administers university guidelines and sponsored research regulations; provides guidance to PIs about department, university, and sponsored policies.
• Effectivelycommunicates financial status of awards to PIs, sponsors, and related HGSE and University offices.
• Participates in strategic financial planning for Project Zero
• Maintains accurate records of personnel effort and corresponding salary charges to sponsored awards and assists with quarterly and annual effort certifications.
• Serves as a resource and helps educate colleagues on policies, processes, and better practices through interactions and/training opportunities
• Ensures compliance with federal regulations and University, HGSE, and sponsor policies.

Financial Management and Analysis (25%)

• Supports the Director of Finance & Administration in the overall direction and oversight of PZ’s financial operations and, in the Director’s absence, helps ensure continuity of core functions such as budget monitoring, financial reporting, and coordination with HGSE and University finance offices
• Assists with year-end closing activities as well as budget projections and analysis throughout the annual budget cycle.
• Contributes to other department goals as required; perform special projects and other duties as assigned by the Director of Finance & Administration.
• May support theprocess,review,orapproval of corporatecardpayments,reimbursements,andinvoices using B2P, Concur, or other systems.
• Maintainsinternaldatabasesandappropriaterecordsanddocumentationincompliancewith the University’s retention policies.
• Recommends process improvements to promote efficiency and transparency
• ReviewsHARTreports forcompliance andspending guidelines.

This position is grant-funded through 6/30/28 with likelihood of continuation.

Working Conditions:

• Work is performed in an office setting

Basic Qualifications:

• Bachelor’s degree
• 5+ Years of Professional Experience, with 5+ years’ experience in sponsored research and/or grants
• Strong knowledge of sponsored research, grants and contracts management, especially with non-Federal awards

Additional Qualifications and Skills:

• Ability to work effectively in a team-based, highly collaborative environment
• Interest in supporting an education or research mission
• Experience working with investigators/project leads to managing complex awards
• Ability to work independently, exercise sound judgment, anticipate needs, and manage competing priorities
• Adaptable and resourceful in open ended situations
• Strong organizational, analytical, written, and verbal communication skills, with careful attention to detail
• Proficiency in Microsoft Excel
• Knowledge and experience in Harvard Financial Systems including Buy2Pay, Concur and HART

• Appointment End Date: 6/30/26
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable): $95,000 - 102,000commensurate with experience
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity and Education

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 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.