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Harvard University Assistant Director of Finance in Cambridge, Massachusetts

52997BRAuto req ID:52997BRJob Code:F1357M Research Admin Mgt III PrPs Location:USA - MA - Boston Business Title:Assistant Director of FinanceSub-Unit:------------ Salary Grade:057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Additional Qualifications and Skills:

  • Master’s Degree is preferred

  • CRA certification is preferred

  • Prior supervisory experience preferred

  • Experience working with research faculty in a higher education and/or hospital setting preferred

  • Advanced working knowledge of research compliance issues, key federal grant regulations, and other related compliance issues preferred

  • Experience with Harvard University regulations is a strong plus

  • Pre- and post-award management experience preferred

  • Project Management experience preferred

  • Experience managing complex awards and working with a variety of sponsors preferred

  • Experience with Harvard/SPH systems (GMAS, CREW, OBI, PI Dashboard, Wasabi) is a strong plus

  • Advanced Excel skills preferred

  • Knowledge of human subject use, animal use and other research compliance areas preferred

  • Strong communication skills, both verbal and written preferred

  • Strong attention to detail preferred

  • Works well as a team player preferred

Additional Information:The mission of the Harvard T.H. Chan School of Public Health is to advance the public's health through learning, discovery and communication. To pursue the mission, the school produces knowledge through research then translates this knowledge into evidence that can be communicated to the public, policymakers, and practitioners to advance the health of populations.

The Office of Research Administration supports the School's mission by serving as a central resource for the research community through the provision of expertise and leadership in obtaining and managing research funds. It acts as the institutional representative of the President and Fellows of Harvard College for the administration of sponsored projects for the school. The Office of Research Administration is comprised of research administrators that work in partnership with faculty to review and submit proposals for funding and to ensure that proposals and then awards conform and are managed according to sponsor guidelines and University policies.

The Assistant Director of Finance will support innovative research at the world's leading public health research institution. Areas of research are focused across nine academic departments which include Biostatistics, Environmental Health, which studies the effects of the environment on human health, Epidemiology, Global Health & Population, Health Policy & Management, Immunology & Infectious Disease, Molecular Metabolism, Nutrition and Social Behavioral Sciences -- as well as various Centers across the School.


  • Harvard University requires pre-employment reference checks and background screenings.

  • This position has a 90 day orientation and review period.

  • The Harvard T.H. Chan School of Public Health does not provide visa sponsorship for administrative and staff positions.


The Harvard T.H. Chan of Public Health is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment – including fostering respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives. To learn more about the Chan School’s mission, objectives, and core values, please visit our website here.

Harvard offers an outstanding benefits package including:

  • Time Off: 3- 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 paid holidays, and 3 paid personal days per year.

  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.

  • Retirement: University-funded retirement plan with full vesting after 3 years of service.

  • Tuition Assistance Program: Competitive tuition assistance program, $40 per class at the Harvard Extension School and discounted options through participating Harvard grad schools.

  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.

  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation and complimentary health services.

Harvard access to athletic facilities, libraries, campus events and many discounts throughout metro Boston.

Join the Harvard T.H. Chan School of Public Health to support our mission of health research and education, and to be a part of the oldest institution of higher learning in the country!Department:Sponsored Programs Administration - Environmental HealthPre-Employment Screening:Education, IdentityJob Function:Finance School/Unit:Harvard T.H. Chan School of Public Health EEO Statement:We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.Job Summary:Oversee comprehensive pre post-award grant administration. Provide consultation and recommendations for the use of financial resources to faculty and staff.Typical Core Duties:

  • Responsible for effective staff management for a group or team of employees, including hiring and orientation, training and development, workflow and performance management, and the promotion of an inclusive and innovative work environment

  • May act as signatory for the University, to endorse, negotiate, and/or accept grants and awards

  • Manage such pre-award areas as: funding, searches, proposal submission, document tracking and reporting

  • Oversee such post-awards areas as: award approval and set-up, financial analysis and reporting

  • Evaluate pre post-award research administration procedures, recommend improvements

  • Provide technical advice for and problem resolution for a school/unit financial community on research administration

  • Act as unit representative at the School/University level

  • Ensure financial compliance with University policies and procedures and applicable federal and sponsor rules and regulations

Basic Qualifications:

  • Bachelor’s degree or equivalent work experience required

  • Minimum of 5 years’ relevant work experience

  • Advanced knowledge of sponsored research regulations

Working Conditions:

  • Work is performed in an office setting

Job-Specific Responsibilities:The Assistant Director of Finance is an integral part of the research enterprise and works in close partnership with faculty members on the financial management of their research portfolio. The Assistant Director of Finance will support the financial management and administration of sponsored and non-sponsored awards, with a focus on customer service. This role will also oversee a team of direct reports that manage a diverse and challenging portfolio of federal and non-federal grants, subawards and contracts.

The Assistant Director of Finance's duties and responsibilities include, but are not limited to, the following:

  • Ensuring proper financial management and administration of a small research portfolio (1-2 PIs)

  • Advising on best practices for research administration, as well as on research compliance, how to handle issues related to a highly-complex portfolio of grants, and allowability of costs

  • Supervising a team of 3-4 grants managers

  • Delegating tasks and monitoring workflow of 5 grant managers

  • Mentoring staff on sponsored pre- and post-award management and on non-sponsored fund management, ensuring that Faculty have regular financial meetings and receive regular finance reports.

  • Approving salary allocation and effort distributions

  • Responding to central requests for data

  • Developing and reviewing proposals, awards, and progress reports for compliance

  • Ensuring sponsored data integrity in Harvard’s GMAS database • Reviewing faculty portfolios and advising on spending plans

  • Interpreting regulations and guidelines of program funding for standard grants

  • Identifying and resolving any compliance or policy issues (for example, Provost Review criteria, F&A recovery, cost sharing, etc.)

  • Developing and overseeing the grant proposal and submission process including: budgeting, collecting required documentation, and completing proposal forms through GMAS and/or other electronic systems

  • Participating in fiscal year closings

  • Reviewing and approving expenditures

  • Approving accounts payable, invoices, reimbursements, and journal entries

  • Assisting the Associate Director of Finance with managing the budget process

  • Approving reimbursement requests

  • Evaluating, implementing, and disseminating A/P policies and procedures to others within the team & department

  • Supervise the processing of invoices and day-to-day monitoring of budgets and procurement requests as needed

  • Approve travel authorization forms as needed

  • Assists in managing complex projects

  • Performs other related duties as required

PLEASE NOTE: The primary work location for this position is Boston, Massachusetts. Until our return to campus, which is still to-be-determined, this interview process and position will be conducted virtually – including virtual interviews, remote onboarding, and remote work. The remote nature of this position is only temporary. Local, on-campus work will be required once the School and this role return to an operational status that supports it.

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