Sponsored Programs Manager

Harvard Kennedy School; Cambridge (MA); Hybrid; USD 90,000 - 130,000; Full time

Benefits offered by this job

Generous paid time off

Health insurance

Retirement plans

Wellbeing resources

Tuition assistance

Commuter benefits

Job summary

Harvard Kennedy School is seeking a Sponsored Programs Manager to lead the review and approval of externally-funded grant and contract proposals and to oversee post-award monitoring and reporting. The role requires deep knowledge of sponsor rules, university policies, and effective collaboration with faculty and central offices.

It involves risk management, audits, and training across the RAO. The position sits in Cambridge, MA, with hybrid work arrangements and opportunities to influence

Qualifications

• Bachelor’s degree or equivalent work experience is required.
• Minimum of 5 years’ relevant work experience with broad-based research administration experience.
• Advanced knowledge of sponsored research regulations.
• A cover letter and writing sample are required as part of the applicant’s complete application.

Responsibilities

• Manage the HKS review and approval process for externally-funded sponsored grant and contract proposals, ensuring compliance with sponsor requirements and policies.
• Oversee post-award monitoring and reporting activities, including budgeting, accounting, monitoring, effort certification, reporting, and management of grants and contracts.
• Provide compliance monitoring and risk management on activities including use of human subjects, data use agreements, international activities, export controls, conflicts of interest, and MOUs.
• Coordinate internal and external audits and produce sponsored program activity reports and expenditure projections for leadership.
• Serve as an expert resource on Harvard and HKS research policies and procedures.
• Facilitate effective communication among faculty, research centers, and central offices; support training and onboarding as needed.

Skills

Written communication

Verbal communication

Presentation skills

Interpersonal skills

Customer service

Attention to detail

Analytical problem-solver

Education

Bachelor’s degree or equivalent

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.

Why join the Harvard Kennedy School?

The John F. Kennedy School of Government at Harvard University is one of 12 graduate and professional schools at the university. Harvard Kennedy School’s mission is to improve public policy and leadership so people can live in societies that are more safe, free, just, and sustainably prosperous. By combining cutting-edge research, the teaching of outstanding students, and direct interaction with practitioners, we have an impact on solving public problems that no other institution can match. When you work at Harvard Kennedy School, you make a difference.

Job Description

The Sponsored Programs Manager will play a central role in the delivery of Research Administration Office (RAO) services, which encompass the entire grant management lifecycle from proposal development to award management to final reporting and closeout. With limited supervision, the Sponsored Programs Manager will oversee (1) the strategic review and approval of sponsored grant and contract proposals and (2) a subset of post-award monitoring and reporting activities, to ensure compliance with HKS, Harvard University, and sponsor policies. Responsible for a portfolio of HKS research centers, this position will serve as a central liaison between HKS faculty/staff and Harvard’s central offices, including the Office of Sponsored Programs (OSP), Global Support Services (GSS), Office of the Vice Provost for Research (OVPR), Office of the General Council (OGC), and Risk Management and Audit Services (RMAS). The position will report to an Associate Director. The Research Administration Office (RAO) is part of the Research and Library Services (RLS) team at HKS, which provides the core services and functions that support research enablement for HKS faculty, students, and fellows. The RAO supports HKS’s mission by serving as a central resource for the research community through expertise and leadership in obtaining and managing research funds. The RAO manages school-wide support for all faculty sponsored programs activity, including pre-award proposal review and approval, post-award financial and reporting support, risk assessment and compliance consulting, and distribution of funding opportunities.

Job-Specific Responsibilities

• Manage the HKS review and approval process for a portfolio of externally-funded sponsored grant and contract proposals. Ensure compliance with sponsor requirements, and Harvard and HKS policies.


• Manage a subset of post-award monitoring and reporting activities. Ensure that financial budgeting, accounting, monitoring, effort certification, reporting, and management of grants and contracts are accurate, timely, and in accordance with Harvard University and HKS accounting principles and procedures.


• Provide ongoing compliance monitoring and risk management, and active problem-solving on a range of activities, including the use of human subjects in research, data use agreements, international activities, export controls, potential conflicts of interest, research collaborator person of interest appointments, use of the Harvard name and shield, and MOUs and other non-sponsored research agreements.


• Oversee internal and external audit coordination and leadership.


• Produce sponsored program activity reports and expenditure projections for HKS senior leadership and others.


• Serve as an expert resource on HKS and Harvard University research policies and procedures.


• Manage complex, sensitive communication between/among faculty, research center senior staff, HKS Academic Deans’ Office, Office for Sponsored Programs (OSP), Global Support Services (GSS), Office of the Vice Provost for Research (OVPR), Office of the General Council (OGC), and Risk Management and Audit Services (RMAS).


• Participate in the development of training materials, conduct individual and small group trainings.


• Represent HKS on University-wide administrative committees, and the RAO at school-level meetings.


• Provide temporary coverage for research center vacancies, as needed.


• Participate in the recruitment process for research center grants/finance staff, as needed.


• Other duties as assigned

Qualifications

Basic Qualifications

• Bachelor’s degree or equivalent work experience required


• Minimum of 5 years’ relevant work experience (broad-based research administration experience emphasizing diverse proposal review and submission (e.g., US federal, non-federal, domestic, and foreign sponsors).


• Advanced knowledge of sponsored research regulations


• A cover letter and writing sample are required as part of the applicant’s complete application.

Additional Qualifications and Skills

• Familiarity with foundation and government agency policies/procedures for submission of proposals and management of awards.


• Knowledge of sponsored research finance and accounting principles, practices, and compliance areas applicable to higher education.


• Excellent written and verbal communication skills; presentation skills; interpersonal and customer service skills; attention to detail; analytical problem-solver.


• Able to work independently and as a member of a team with shared responsibilities.


• Demonstrated comfort/skill interacting with a wide range of senior leaders, including deans, faculty, and executive staff.


• Comfortable with deadline pressure and able to respond to shifting priorities.


• Comfortable exercising judgement and flexibility in uncertain and ambiguous circumstances.


• Proven ability to handle sensitive and confidential information appropriately, to manage multiple tasks simultaneously, and to achieve results in a timely and accurate manner.


• Demonstrated proficiency with Microsoft applications; excellent Excel skills required.


• Resourceful, creative self-starter; open-minded; desire and willingness to assume increased responsibility.


• Knowledge of Harvard’s GMAS system and general ledger applications strongly preferred

Additional Information

• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position


• Pre-Employment Screening: Identity, Education


• Other Information: This position is based on campus in Cambridge, MA, and required to work on campus at least 2 days/week.

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

• 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.