Harvard University Research Admin III Pr in Cambridge, Massachusetts

46008BRAuto req ID:46008BRJob Code:F1557P Research Admin III Pr Location:USA - MA - Cambridge Business Title:Grants and Contracts SpecialistSub-Unit:------------ Salary Grade:057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Additional Qualifications:

  • Knowledge of Microsoft Office Suite, advanced Excel skills

  • Working knowledge of financial principles budgeting, financial analysis

Additional Information:

We ask that interested applicants provide a cover letter with their application.

OFSP is focused on professional growth and encourages talent development, offering a wide variety of training and development opportunities, including leadership training at Harvard’s Center for Workplace Development. Managers have backgrounds in management consulting, not-for-profit management and investment banking, and foster a culture of open dialogue, initiative and talent development. Comfort with ambiguity and ability to work in relationship-based organizations is highly valued. OFSP is a Harvard Green Office and encourages environmentally friendly and sustainable actions in the office.

  • Harvard University requires pre-employment reference and background screening.

  • Harvard University is unable to provide work authorization and/or visa sponsorship.

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

  • 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.

More about Financial Administration Department: http://finance.harvard.edu/home

Harvard's Financial Administration Department (FAD) is dedicated to supporting the teaching and research missions of Harvard University by providing outstanding financial services to the Harvard community; by providing support, guidance and consultation; by working to ensure compliance with University and federal guidelines; by mitigating risk; and by promoting the financial health of the University.

FAD is responsible for oversight of the University’s finances, including efficient and accurate transaction processing, financial reporting, budgeting and financial planning, cash and debt management, internal audit services, risk management and sponsored program administration, and administrative systems services.

The department, led by the Vice President for Finance (VPF), is comprised of 7 reporting units:

• Office of the Controller: http://oc.finance.harvard.edu/

• Office of Finance and Administration: http://finance.harvard.edu/ofa

• Office of Financial Strategy and Planning: http://ofsp.finance.harvard.edu/

• Office for Sponsored Programs: http://osp.finance.harvard.edu/

• Office of Treasury Management: http://otm.finance.harvard.edu/

• Risk Management and Audit Services: http://rmas.fad.harvard.edu/

• Strategic Procurement: http://procurement.harvard.edu/


To consistently deliver high-quality, innovative service and leadership in financial planning, analysis, operations and compliance, in support of Harvard’s teaching and research objectives.

We aspire to provide the Harvard community with outstanding financial services to enable the dissemination of knowledge and the advancement of intellectual discovery. We commit to steward the University’s assets efficiently, such that resources are assured for current and future generations of faculty and students.

Department:Office for Sponsored ProgramsPre-Employment Screening:Education, IdentityJob Function:Finance School/Unit:Financial Administration 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:Independently provide comprehensive pre-award grant administration. Provide consultation and recommendations for the use of financial resources to faculty and staff.Typical Core Duties:

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

  • May function as a subject matter expert and/or project lead

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

  • Evaluate pre-award research administration procedures, recommend improvements

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

  • Act as the department 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 Office for Sponsored Programs (OSP) is a department within Harvard University’s Financial Administration that is focused on providing high-quality administrative and financial assistance to faculty and other University affiliates performing sponsored research. OSP works with researchers across Harvard to help obtain and negotiate awards from sponsoring agencies, assist with grant proposal preparation, ensure compliance with federal regulations and University policies, provide financial support including financial reporting and billing and collection services, and promote knowledge of sponsored research administration throughout the University research community.

The Grants and Contracts Specialist (GCS) is responsible for managing compliance and administrative matters relating to sponsor-funded grants, contracts, and subawards. These responsibilities span all aspects of the grants/contracts award lifecycle and all elements of pre-award planning and evaluation of business processes. The GCS participates in University-wide policies and procedures committees, provides leadership and expertise in research administration, and ensures compliance with relevant regulations.

The GCS works as a member of a cohesive pre- and post-award team, providing well-rounded support. They participate in presentations, outreach, and trainings in schools and departments as necessary. The GCS serves as primary customer service contact to clients (Principal Investigators, Department Administrators, sponsors, etc.) on a wide range of pre-award and other issues.

The GCS participates in strategic planning and special projects. Responsibilities include:

  • Review Award Notices and ensure award compliance with all internal and external policies and procedures

  • Coordinate with Grants and Contracts Officers and assist with negotiations and acceptance of terms and conditions of awards

  • Coordinate subawards and manage the development of subawards, MOUs, and linkage agreements

  • Initiate communication and collaboration with Department Administrators/Principal Investigators on award terms and conditions

  • Collaborate with AOR when institutional sign-off is required

  • Initiate and communicate with sponsors on prior approvals needed on awards, such as Change of Scope, No-Cost Extension Rebudgeting, JIT, Revised Budgets, CFWD requests, PI transfers, Early Termination, Effort reduction on Key Personnel, RPPR, etc.

  • Coordinate internal processes, such as subawards at no additional costs, new account requests, at-risk requests, and pre-award requests

  • Conduct meetings with staff and clients regarding key administrative and compliance requirements

  • Assist/consult/mentor Research Finance staff on matters of sponsored-related requests

  • Ensure agency compliance with all federal and grant-related requirements

  • Interpret complex compliance issues

  • Ensure proper close-out of awards (Annual and Final Invention Reports, etc.)

  • Provide and maintain accurate records in our system of record (GMAS)

  • Provide great customer service

  • Other duties as assigned