Senior Research Administration Manager

Job Summary: The Senior Research Administration Manager is a member of Project Zero’s Finance Team and manages and supports the sponsored research portfolios of Project Zero (PZ) principal investigators (PIs), including the administration of grants and contracts. The role provides comprehensive pre- and post-award support across a variety of funding sources, including sponsored awards, gifts, core funds, and research accounts. This position oversees the full range of administrative and financial activities associated with grants and contracts management, including developing financial deliverable schedules; preparing timely and accurate financial reports and invoices; reconciling accounts; and coordinating account closeout. In collaboration with the Director of Finance & Administration, the Senior Research Administration Manager helps ensure the effective operation of PZ’s financial and research administration functions. The role may also represent the Director in their absence on matters related to finance and research administration.

About Project Zero

The oldest research group at the Harvard Graduate School of Education, Project Zero is an educational research center that has pioneered progressive, creative-based thinking and learning for nearly 60 years. Our frameworks, tools, thinking routines, and robust library of resources have reached countless educators, learners, and leaders around the world—transforming the landscape of education. When it comes to evidence-based, multidisciplinary research, PZ is the valuable source educators rely on.

Job-Specific Responsibilities.

Pre and Post Award (75%)

• Works closely with Director of Finance and Administration to support PZ’s robust sponsored research portfolio and PIs. in the Director’s absence, serves as a key point of contact on day-to-day sponsored research and grants administration matters.

• Fosters collaborative relationships with PIs and research teams, advising on financial projections, budgeting, and relevant policies.

• Partners with PIs on proposal preparation and submission, including developing grant budgets and coordinating with subrecipients and administrators to meet internal and sponsor deadlines.

• Collaborates regularly with GSE OSP to support setup of new sponsored research accounts, maintains accurate financial records, prepares financial reports and invoices, and closes out projects.

• Monitors expenses to ensure they are paid according to sponsor and University regulations within budget and time limits. Maintains all financial and accounting records.

• Performs spending projections, prepares complex financial reports, and maintains a working knowledge of fund information for accounts within the portfolio.

• Interprets and administers university guidelines and sponsored research regulations; provides guidance to PIs about department, university, and sponsored policies.

• Effectively communicates financial status of awards to PIs, sponsors, and related HGSE and University offices.

• Participates in strategic financial planning for Project Zero

• Maintains accurate records of personnel effort and corresponding salary charges to sponsored awards and assists with quarterly and annual effort certifications.

• Serves as a resource and helps educate colleagues on policies, processes, and better practices through interactions and/training opportunities

• Ensures compliance with federal regulations and University, HGSE, and sponsor policies.

Financial Management and Analysis (25%)

• Supports the Director of Finance & Administration in the overall direction and oversight of PZ’s financial operations and, in the Director’s absence, helps ensure continuity of core functions such as budget monitoring, financial reporting, and coordination with HGSE and University finance offices

• Assists with year-end closing activities as well as budget projections and analysis throughout the annual budget cycle.

• Contributes to other department goals as required; perform special projects and other duties as assigned by the Director of Finance & Administration.

• May support the process, review, or approval of corporate card payments, reimbursements, and invoices using B2P, Concur, or other systems.

• Maintains internal databases and appropriate records and documentation in compliance with the University’s retention policies.

• Recommends process improvements to promote efficiency and transparency

• Reviews HART reports for compliance and spending guidelines.

This position is grant-funded through 6/30/28 with likelihood of continuation.  

Working Conditions:

• Work is performed in an office setting