Senior Research Portfolio Administrator

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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.

About the Department of Immunology: 

The Department of Immunology is deeply rooted in fundamental inquiry to understand the basic mechanisms of immunity and their roles in disease and health. This knowledge provides a foundation for therapeutic discovery that is catalyzed by our location on the Harvard Medical School campus in Boston’s Longwood Medical Area, surrounded by world-class hospitals and institutions that provide clinical expertise and training opportunities. Our faculty are highly interactive, collaborating with basic science departments and affiliated hospitals across the Harvard community including the Ragon Institute, Broad Institute, and Harvard Stem Cell Institute to investigate fundamental issues in the field. We offer an outstanding training environment for the next generation of scholars, scientists and physicians

The Department of Immunology at Harvard Medical School seeks a talented, enthusiastic and experienced individual to work as a Senior Research Portfolio Administrator (SRPA). They will manage pre- and post-award aspects of a complex portfolio including gift and discretionary funds in a fast-paced research environment. Sponsors include, but are not limited to: NIH, DOD, Industry, and private funders. The individual will be interpreting and applying federal, university and grantor guidelines for grants, contracts and cooperative agreements with a high degree of complexity. The SPGA will be the source of information for the application of fiscal and sponsored policies and procedures. This position must effectively communicate solutions in a team environment within the department, as well as with administrators throughout Harvard Medical School. 

Pre-award responsibilities: Include identifying and disseminating relevant funding opportunities, proposal and budget development (in close conjunction with faculty) and liaising with the Sponsored Research Office as well as the Office of Technology Development (OTD) on industry sponsored research agreements. Other pre-award duties include flagging potential conflicts and reviewing funding opportunities for potentially problematic terms and conditions. Oversee all aspects of the grant application process, including development of proposal budgets in accordance with sponsor and University guidelines; serve as guide and counselor to faculty and trainees throughout the grant application and renewal processes. Guide the PI and coordinate with HMS Office of Research Administration (ORA) on the submission of materials in response to Just in Time requests. 

Post-award/Financial Management duties include Authorizing and approving expenditures, preparing/reviewing monthly, quarterly and annual sponsor & internal financial reports, and forecasting financial scenarios. Additional post-award responsibilities include monthly budget and expenditure project reconciliation, interpreting and applying financial and compliance related policies, maintaining close sub recipient oversight, ongoing monitoring of special terms and conditions, and preparing financial updates for Principal Investigators, sponsors, the Department's management and Harvard Medical School’s Office of Research Administration (ORA). Expected to make sound recommendations for spending plans and to work closely with PI and lab to execute plans. 

The Senior Research Portfolio Administrator must be able to work independently in a small and cohesive team environment and will be expected to take on special projects to support the team and the Department. Provide an outstanding level of customer service to a broad customer base on a wide range of very complex pre- and post-award, sponsored and compliance issues. Facilitate timely award closeout in coordination with the Harvard Office for Sponsored Programs. Support internal and external audit and compliance-related activities. SPGA may also oversee a service center/Core in conjunction with the Core’s Administrative Director for monthly financial reporting, invoicing and A/R monitoring, will work closely with HMS’s Cost Accounting team as part of the annual Service Center/Core review. Required to use a high degree of judgment and problem-solving skills to communicate and apply Department, University and sponsor guidelines throughout the sponsored project life cycle. Work closely with Department Finance Team staff, faculty, as well as HMS departments.

Basic Qualifications:

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

Additional Qualifications and Skills:

• Bachelor's degree strongly preferred.
• Excellent written and verbal communication skills. 
• Cognizant and respectful of cultural differences in communication approach. 
• Skillful at negotiating and building persuasive arguments supported by policy. 
• Sense of humor is a must. 
• Exceptional judgment and an ability to maintain confidentiality. 
• Excellent interpersonal and management skills with facility to interact professionally with both internal and external stakeholders. 
• Positive customer-service orientation. 
• System Experience with Harvard systems and policies highly preferred. 
• Proficiency with Excel, ability to navigate enterprise Oracle applications, adaptability with web-based tools, and data research skills highly desirable. 
• Competencies required ability to independently prioritize, multi-task, and meet deadlines. 
• Demonstrated ability to remain flexible in achieving outcomes; ability to adapt to shifting priorities and navigate ambiguity. 
• Robust problem-solving ability, including the ability to gather information, identify resources, and imagine alternatives. 
• Exceptional attention to detail.

• Appointment End Date: This is a term position from the date of hire with an end date of January 15, 2027, 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.

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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.