Research Portfolio Administrator

The Research Portfolio Administrator is responsible for lifecycle sponsored award management, and for enforcing and complying with all sponsor and University research- related policies and procedures. The portfolio will include contracts, grants, and cooperative agreements from federal agencies, industry sponsors, foundations, and foreign and international entities. The Research Administrator is expected to work closely with faculty and other Principal Investigators (PIs) and researchers. Although the role is expected to function with a great deal of autonomy, the individual will collaborate with colleagues in the department, the HMS Office of Research Administration (ORA), the Harvard University Office for Sponsored Programs (OSP), and other Harvard and external colleagues as needed. This position requires a high level of collaboration, attention to detail, accuracy, and independent judgement.

Pre-Award responsibilities include, but are not limited to:

• Managing the application process with researchers, subrecipient institutions, and other administrators to meet internal and external deadlines.

• Working with PIs to prepare and submit grant applications for basic research, ensuring that all sponsor guidelines are met.

• Advising researchers on funding opportunity requirements, as well as fiscal, administrative, and compliance policies and procedures.

• Preparation of project-specific budgets, including proper application of F&A costs.

• Entering proposals into Harvard’s system of record (GMAS) and sponsor portals (e.g., ASSIST, Grants.gov, eRA Commons, ProposalCentral) and routing to ORA for institutional review, authorization, and submission.

• Drafting timely responses to Just-In-Time requests, including revised budgets, current and pending support, and compliance approvals (e.g., IRB, IACUC) information.

Post-Award responsibilities include, but are not limited to:

• Daily monitoring of grants and contracts for PIs assigned to a department portfolio.

• Serves as principal source of information on complex fiscal policies and procedures including federal funding regulations and advises faculty and staff on existing options or alternatives.

• Post-award management with a high degree of complexity; manages portfolio which includes program projects, philanthropic gifts, various domestic and international sub agreements from both federal and non-federal funding sources, ensures compliance with federal and university cost principles.

• Understanding and applying award terms and conditions, regularly reviewing study progress, and generating accurate and timely invoices to sponsors.

• Monitoring sponsored award expenditures to ensure that expenses are properly charged and reimbursed, according to award terms and conditions and within budget limits and timelines.

• Managing oversight of subrecipients, including ongoing monitoring of spending and of special terms and conditions.

• Preparing financial projection reports to analyze spending patterns and rates.

• Notifying PIs about funding shortfalls and planning for contingencies.

• Reviewing and approving payments, including vendor invoices, individual reimbursements, and other accounts payables and receivables up to $25k.

• Submitting timely payroll / costing changes for faculty and staff.

• Maintaining accurate records of personnel effort and corresponding salary charges to sponsored awards and assisting faculty and staff with quarterly and annual effort certifications.

• Preparing progress reports and prior approval requests and routing them for institutional review, authorization, and submission to sponsors.

• Interpret and administer university guidelines and sponsored research regulations; provide guidance to faculty about department, university, and sponsored policies.

• Working with OSP to close out sponsored projects per award requirements / financial reporting of funds.

Other duties as they relate to the department's research administration/financial management.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.