Senior Research Portfolio Administrator

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.

Responsibilities

• Manage pre- and post-award aspects of a complex portfolio including gift and discretionary funds in a fast-paced research environment
• Interpret and apply federal, university and grantor guidelines for grants, contracts and cooperative agreements with a high degree of complexity
• Serve as the source of information for the application of fiscal and sponsored policies and procedures
• Effectively communicate solutions in a team environment within the department, as well as with administrators throughout Harvard Medical School
• Identify and disseminate relevant funding opportunities, develop proposals and budgets (in close conjunction with faculty)
• Liaise with the Sponsored Research Office and the Office of Technology Development (OTD) on industry sponsored research agreements
• Flag potential conflicts and review 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
• Authorize and approve expenditures, prepare and review monthly, quarterly and annual sponsor and internal financial reports, and forecast financial scenarios
• Conduct monthly budget and expenditure project reconciliation
• Interpret and apply financial and compliance related policies
• Maintain close sub recipient oversight and ongoing monitoring of special terms and conditions
• Prepare financial updates for Principal Investigators, sponsors, the Department's management and Harvard Medical School's Office of Research Administration (ORA)
• Make sound recommendations for spending plans and work closely with PI and lab to execute plans
• 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
• Oversee a service center/Core in conjunction with the Core's Administrative Director for monthly financial reporting, invoicing and A/R monitoring
• Work closely with HMS's Cost Accounting team as part of the annual Service Center/Core review
• 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
• 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

Schedule

• 35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Pay

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

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.

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

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.