Senior Research Portfolio Administrator

Harvard Medical School; Boston (MA); Hybrid; USD 120,000 - 150,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Parental leave

Tuition assistance

Commuter benefits

Job summary

Harvard Medical School's central Office of Research Administration seeks a Senior Research Portfolio Administrator to oversee pre- and post-award management for interdisciplinary faculty with complex portfolios funded by NIH, NSF, DoD, and other sponsors. This role emphasizes compliance, policy communication, and collaboration with DBMI across multiple teams.

The SRPA will manage budgets, monitoring, and reporting, while handling multiple projects in a fast-paced environment and delivering

Qualifications

• Five or more years of experience in pre- and post-award management for federal and non-federal awards.
• Experience interpreting sponsor guidelines and ensuring compliance across the life cycle.
• Strong financial and analytical skills with budgeting and reporting capabilities.

Responsibilities

• Identify funding opportunities and assist with proposal and budget development.
• Prepare applications and coordinate institutional review and sponsor submission.
• Monitor grants and contracts, reconcile funds, and forecast projections.
• Coordinate subrecipients and prepare progress reports and approvals.
• Review vendor invoices and reimbursements; ensure timely payroll changes.

Skills

Pre-award management

Post-award management

Financial analysis

Communication skills

Excel proficiency

Education

Bachelor’s degree

CRA certification

Tools

ASSIST

Workspace

Research.gov

Proposal Central

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.

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 central Office of Research Administration (ORA) at Harvard Medical School (HMS) seeks a talented and experienced Senior Research Portfolio Administrator (SRPA). The SRPA will provide pre- and post-award management for interdisciplinary faculty with complex portfolios, whose funding sources range from NIH, NSF, DoD, DOE, ONR, DARPA, ARPA-H and other federal and private sources. The ideal candidate will be responsible for interpreting and communicating University and sponsor guidelines, policies, and procedures, and use a high degree of judgment and problem-solving skills to ensure compliance throughout the sponsored project life cycle.

This is a full-time hybrid position (we will consider a fully remote individual but prefer some hybrid presence), reporting to ORA, and working directly with the Department of Biomedical Informatics (DBMI). The SRPA will provide outstanding customer service and work closely with DBMI’s senior and junior faculty, staff, post-docs, and students, and other internal and external stakeholders. This includes special projects and duties as assigned.

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

• Identifying and disseminating funding opportunities and review of application requirements
• Working on proposal and budget development.
• Preparing the application and route for institutional review, authorization and submission to sponsor, and interaction with ORA.

Post-award duties include, but are not limited to:

• Daily monitoring of grants and contracts to ensure expenses are paid within budget limits and timelines and according to agreements and government regulations.
• Budget and fund reconciliation.
• Financial analysis and update of projections for sponsored awards.
• Coordination and submission of timely effort reporting.
• Submission of timely payroll changes for faculty, staff, and students.
• Reviewing agreements and drafting of other research-related documents (billing agreements, etc.).
• Oversight of subrecipients including monitoring of spending and special terms and conditions.
• Preparing progress reports and prior approval requests and route them for institutional review, authorization, and submission to sponsor.
• Reviewing and approving vendor invoices and reimbursement.

Although this role is expected to function with a great deal of autonomy, the SRPA will collaborate and maintain strong relationships with colleagues in the HMS Office of Finance, the HMS Office of Research Administration (ORA), the Office for Sponsored Programs (OSP), and other Harvard and external colleagues as needed.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

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 strongly preferred.
• Certified Research Administrator (CRA) preferred but not required.
• Demonstrated experience with NIH and NSF proposal submissions and electronic grant submission systems (ASSIST, Workspace, Research.gov, Proposal Central etc.).
• Working knowledge of research compliance policies and federal grant regulations, including A-21, Uniform Guidance and NIH Grant Policy Statement.
• Demonstrated advanced financial skills (e.g. financial analysis and modeling, budget management, accounting, reporting).
• Demonstrated the ability to prioritize across responsibilities, and to manage multiple commitments with competing deadlines and shifting priorities and handle complex and sensitive information with discretion.
• Demonstrated ability to work both collaboratively and independently with minimal supervision in the management of multiple projects in a fast-paced, deadline-driven environment.
• Demonstrated strong attention to detail and strong analytical and organizational capabilities.
• Excellent interpersonal skills and demonstrated ability to communicate effectively, both verbally and in writing.
• Proficient in Microsoft Excel, Word, PowerPoint and comfortable using complex reporting, financial and account systems.

Additional Information

• Standard Hours/Schedule: 40 hrs. per week | Monday - Friday | 8:00 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.

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

• 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.