Senior Research Portfolio Administrator

Harvard Medical School; Boston (MA); Hybrid; USD 110,000 - 140,000; Full time

Benefits offered by this job

Paid time off

Health insurance

Retirement plans

Tuition assistance

Job summary

Harvard Medical School's Department of Microbiology seeks a Senior Research Portfolio Administrator to manage a diverse portfolio of sponsored and non-sponsored projects. Reporting to the Associate Director of Finance, you will handle pre- and post-award activities, budgeting, forecasting, and compliance across multiple funding sources.

The role emphasizes strategic financial guidance for faculty, timely delivery of reports, and close collaboration with researchers and vendors within a

Qualifications

• Five or more years of experience in pre- and post-award management, including federal and non-federal awards.
• Strong communication and inter-personal skills; ability to multi-task.
• Proficiency with MS Office Suite and financial systems.

Responsibilities

• Independently manage all pre- and post-award activities for an assigned faculty portfolio.
• Prepare budgets, process awards, conduct financial analysis and forecasting.
• Manage reimbursements, vendor relations, and reporting; ensure sponsor compliance.
• Coordinate with University offices, sponsors, and vendors; monitor deadlines and deliverables.
• Support accounts payable, including invoices, purchasing, and card transactions.

Skills

Communication

Interpersonal skills

MS Office

Initiative

Multi-tasking

Education

Bachelor's degree preferred

Tools

MS 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.

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.

Job Description

The Department of Microbiology at Harvard Medical School seeks a dynamic, flexible, and service-oriented Senior Research Portfolio Administrator. This cross-functional role will be responsible for a variety of administrative and financial duties. In particular, they will play a significant role in supporting and filling in for the finance team to respond nimbly to changing team workloads, priorities and needs. The ideal candidate will have experience in all aspects of pre- and post-award grants management and possess the analytical, technical, and interpersonal skills necessary to thrive in a fast-paced environment, manage competing priorities, and support a diverse research portfolio.

Reporting to the Associate Director of Finance, this position is responsible for managing a portfolio of sponsored and non-sponsored research projects while serving as a trusted resource to faculty, trainees, and staff.

Job-Specific Responsibilities:

• The Senior Research Portfolio Administrator will independently manage all pre- and post-award activities for an assigned faculty portfolio supported by federal, industry, foundation, internal, and other funding sources.
• Responsibilities include proposal development and submission, budget preparation, award management, financial analysis, forecasting, reconciliations, effort management, reporting, and award closeout.
• The individual will partner closely with faculty to provide strategic financial guidance, monitor spending and compliance, identify potential risks, and recommend solutions to support effective stewardship of research funds.
• The Senior Research Portfolio Administrator will serve as a liaison with University offices, collaborating institutions, sponsors, and vendors; coordinate reporting requirements and deliverables; maintain accurate schedules of deadlines; and help ensure compliance with sponsor, federal, and University policies throughout the award lifecycle.
• In addition, this role will support accounts payable functions including invoice payments; purchasing and corporate card transactions; vendor set‑ups and employee reimbursements.
• They will also review and resolve invoice holds, follow up with researchers and vendors regarding payment issues, and monitor committed funds reports.
• Other administrative duties include, but are not limited to, resolving financial and compliance issues, supporting annual budget development and financial audits, contributing to departmental initiatives and process improvements, providing training and mentorship to team members, and communicating policy and regulatory updates to faculty and staff.
• The successful candidate will be proactive and detail oriented, use sound judgment, analytical ability, and problem‑solving skills to manage complex research portfolios and support the Department's research mission.
• As a trusted advisor to faculty and a key partner to the Associate Director of Finance, the Senior Research Portfolio Administrator will take initiative and provide comprehensive financial administration support across the full lifecycle of sponsored and non-sponsored research activities.

Qualifications

Basic Qualifications:

• Five or more years of experience in pre-and post-award management, including both federal and non-federal awards, or related experience required. Higher education may count toward years of experience.

Additional Qualifications and Skills:

• Bachelor's degree preferred.
• The successful candidate must be able to take initiative, possess strong communication and inter-personal skills, as well as the ability to multi-task and move easily among varied work projects.
• Must be highly organized and detail oriented.
• Must be able to work as part of a team, as well as to work independently, this role requires seeing tasks to completion in a timely manner and being highly responsive.
• Expertise with MS Office Suite.

Additional Information

• Term: This is a 2 year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
• Standard Hours/Schedule: 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm.
• 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.
• Interview Format: The interview process will include both virtual and in-person components (e.g., initial virtual screening followed by on-campus final interviews).

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 056. 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.