Assistant Vice President, Office for Sponsored Programs

06-May-2024

Financial Administration

65791BR

Position Description

The Office for Sponsored Programs (OSP) leads the administration and compliance functions across the entire award lifecycle of one of the world’s broadest, most complex, and exciting research portfolios.  With responsibility for over $1 billion in research funding annually, the OSP is responsible for research finance, pre-award services for the university area, cost analysis, and compliance.

OSP leads the administrative functions of Harvard’s inter-disciplinary research and academic community to facilitate faculty research. The Assistant Vice President (AVP) plays an important  role in that partnership including the design, establishment of priorities, and the implementation of the University’s varied research administration systems, by ensuring compliance with all applicable institutional, sponsor and regulatory requirements, and by leading, coordinating and convening cross-departmental activities.

Reporting to the Vice President for Finance, with a secondary reporting relationship to the Vice Provost for Research, the AVP plays a leading role in setting the strategic direction, policies, training, and guidance for the University’s research administration functions. The AVP is responsible for leading and managing the OSP; which currently includes 68 employees, four direct reports, and EDIB efforts and staff engagement.  A primary responsibility is oversight of the operations necessary to support faculty with the administrative and compliance aspects of securing and managing grants and contracts throughout the lifecycle of awards, from proposal review and submission through award close-out.  This includes oversight of audits of the University’s research programs,  reporting on the portfolio of research activities, representing the University on research compliance matters with sponsors and oversight bodies, creating and maintaining training programs for staff, and assisting with faculty training.  Additionally, the AVP, in partnership with other key stakeholders plays an active role in monitoring the regulatory landscape and identifying changes to regulations and policies from sponsors and regulatory agencies; assesses their impact on the institution; works with the stakeholders to provide feedback to agency requests; and proactively engages internal stakeholders to review the impact and any changes needed to meet the forthcoming changes.

Responsibilities for these areas include but are not limited to:

Ensure proper stewardship of sponsor funding and ensure accurate financial and compliance reporting of research activities to key stakeholders.

Serve as a senior-level stakeholder for systems implementations impacting the overall University’s research administration community, advocating and communicating the strategy and vision for technology projects and their importance for optimal business operations across the entire university.

Responsible for the overall strategic direction of OSP

Responsible for ensuring adherence to regulatory requirements, sponsor terms, and University policies through collaboration and partnership with the Office of the Vice Provost for Research, faculty and departments.

Responsible for working with the two pre-award offices on the Longwood campus on the development and implementation of a coordinated strategy to ensure consistency on implementation of policy, systems, training, and operational matters.

Provide analytical support through reporting and data collection to clients.

Oversee the design and implementation of training programs for  staff members, faculty and other researchers. 

Review trends in research funding and key metrics with to help inform research strategy and support for the University.

Basic Qualifications

The AVP will hold a minimum of a bachelor’s degree and have a minimum of 10 years’ experience in research administration, programs, or other finance related fields.  Demonstrated success in senior management position and experience in a complex, multi-dimensional organization required.  Incumbent will be a recognized leader in the field with a proven track record of high-level strategic thinking, problem solving, and negotiations.

Additional Qualifications and Skills

Advance degree in law, business, finance, policy, or another related field preferred.  Strong organizational and interpersonal skills, with demonstrated success in working well with all levels within a university or similar setting.  Ability to collaborate and work in a team-oriented environment.  Sound judgment and negotiation skills and strong research regulatory knowledge.  Demonstrated success in practical client-based situations, training, grants and contracts administration, accounting, and finance.  Demonstrated capacity to learn key functions of Oracle, Peoplesoft ERP systems, and grants management systems quickly.  Strong business problem-solving, communications, and project management skills.

Behavioral Skills:

Must exhibit exceptional leadership qualities including the ability to make sound judgments with respect to compliance requirements and risk management, coupled with strong organizational skills, performance management of direct and indirect reports, and problem-solving skills.

Outstanding verbal and written communication skills, under both stressful and routine circumstances, required.

Strong collaborate style and skills and a team orientation are essential to success in this position.  Experience driving consistency of operation/administration in a highly interdisciplinary environment.

Committed to improving common platforms for processes, systems and technology to enable interdisciplinary research and realize administrative efficiencies.

Technical Skills:

The AVP must possess knowledge of university research policies, federal and non-federal policies, regulations, and processes, and they should actively build new and develop existing relationships with sponsors and federal agency officials on pre- and post-award issues.

Must demonstrate solid knowledge of strategies needed to link business requirements to data and management systems configurations and applications.  Commitment to improvement in processes, systems, resources, and technology.

Must have strong analytical skills and demonstrated proficiency in the operations management aspects of research administration.

Must demonstrate ability to identify and effectively respond to staff and client training needs.

Working Conditions

• Work is performed in an office setting.

Additional Information

Please provide a cover letter with your application.

Please note:

• Harvard University requires pre-employment reference and background screening. 
• We are unable to provide work authorization and/or visa sponsorship. 
• This position has a 90-day orientation and review period. 

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

Accessibility: 
Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

About Us

More about FAD:
Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.

Within our own community, we aspire to:

• Engage with respect, honesty, and integrity 
• Cultivate equity, diversity, inclusion, and belonging 
• Welcome innovation, collaboration, and flexibility 
• Enjoy our work, grow professionally, and aim for the extraordinary 

 Learn more about Financial Administration (harvard.edu) and our eight reporting units. (https://finance.harvard.edu/) 

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards ) to learn more about our outstanding benefits package, which may include:

• Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
• Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
• Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
• Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
• Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Department Office Location

USA - MA - Cambridge

Job Code

FN0162 Research Administrator Directr

Work Format

Hybrid (partially on-site, partially remote)

Department

Office for Sponsored Programs

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

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.

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