Grant & Finance Manager

28-Feb-2024

Harvard Kennedy School

64626BR

Position Description

The Bloomberg Center for Cities and Harvard University seeks a new Grant and Finance Manager to join our team.  The Grant and Finance Manager is part of the core Center staff and reports to the Senior Director of Administration and Finance. This position will support the growing work of the Center’s programs, labs, staff, and faculty, managing and handling a range of financial responsibilities to ensure the Center’s smooth operation. This individual will serve as point of contact for managing financial analysis and internal reporting, research administration and grants management, and contracts, working closely with the HKS Research Administration Office (RAO), Office of Financial Services (OFS), and the Harvard Office of Sponsored Programs (OSP) to resolve matters related to grants, contracts, financial accounts and processes, and financial compliance with university policies and procedures.

Responsibilities include:

Sponsored Research Administration

• Manage the preparation and submission of proposals, including developing pre­ and post-award budgets, interpreting grant parameters, and advising on allowable costs
• Review proposals to ensure they comply with sponsor and University guidelines
• Work with principal investigators and program staff to support proposal preparation and submission, including developing budgets and justifications, supporting documentation, and required institutional information
• Develop monthly monitoring and analyses of grants and contracts for principal investigators to ensure expenses are paid according to contract and government regulations within budget limit and timelines. Monitor funding shortfalls and develop plans for contingencies.
• Monitor expenditures, account balances, and receivables; perform spending projections; reconcile accounts monthly and at award end
• Lead the preparation of grant reports and analysis for use in planning and decision-making
• Serve as the Center’s expert on university and sponsored fiscal policies and procedures and provide training to lab managers
• Clearly communicate and interpret sponsored and/or University guidelines and polices to faculty, staff, and students
• Collaborate with RAO and OSP to resolve issues or questions that occur from the internal review and approval process through submission. Set up new sponsored accounts, maintain accurate financial records, verify payroll allocations, prepare financial reports and invoices, participate in audit process (as needed), and close out projects.

Financial Management

• Support the analysis of critical and complex financial management questions
• Create and run reports from a variety of systems and data sources to provide financial analysis, metrics, and data to support decision-making across the Center
• Develop and implement a strategy to monitor and reconcile monthly general ledger reports; identify accounting discrepancies and prepare journal adjustments; maintain system of backup documentation
• Be a key contributor in the annual budget process and budget reconciliation for Center-based programs and initiatives, and lead the year-end closing process
• Develop and maintain a financial tracking system, using data from Harvard’s general ledger and necessary software, for deliverables, invoices, and grant/financial planning
• Process and/or approve financial and payroll transactions, including foreign currency transactions, wires, and journals
• Manage vendors and process or assist with processing payments of invoices and individual reimbursements; track all contracts and renewals Center-wide
• Work closely with the Senior Director to analyze and evaluate financial results, conducting analyses to respond to ad-hoc queries and strategic requests to inform decision making for the Center

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 5 years’ relevant work experience
• Advanced knowledge of sponsored research regulations

Additional Qualifications and Skills

• Advanced degree in finance, management, or accounting 
• Experience as a departmental research administrator
• Strong and demonstrated ability to manage financial resources, conduct complex financial analyses, and monitor and balance budgets for projects and grants. 
• Experience administering and overseeing sponsored contracts
• Excellent oral and written communication skills
• Proficiency with Excel, ability to navigate enterprise Oracle applications, adaptability with web-based tools, and data research skills
• Excellent organizational skills and ability to deliver work results of high quality while managing multiple projects under time pressure; ability to function well in a fast-paced, high-energy and changing work environment with minimum supervision
• Strong customer service orientation with enthusiasm for doing everything possible to deliver excellent work
• Ability to understand big-picture goals while maintaining a strong attention to detail
• Process orientation and systems focus, with the ability to develop structure from the ad hoc
• Expertise in data extraction, analysis, and report presentation
• Strong interpersonal skills: the ability to interact well with faculty, staff, students, and research partners
• We particularly seek candidates with experience in post-secondary education contexts.

Working Conditions

• Work is performed in an office setting

Additional Information

Additional duties

• Help support and develop the core systems and processes needed for efficient research administration and financial operations across the Center
• Develop and lead trainings for administrative staff and other Center stakeholders on financial management and research administration systems, processes, and policies
• Manage assigned projects to completion, including developing and vetting project plans, leading meetings, tracking action items, performing project tasks, and preparing analyses and reports

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

Bloomberg Center for Cities at Harvard University 
Founded in 2021, the Bloomberg Center for Cities serves a global community committed to improving public management, leadership, and governance in cities. The center unites expertise across disciplines and schools at Harvard to produce research, train current and future leaders, and develop resources for global use.
The Center is designed to have widespread impact on the future of cities, where more than half of the world’s people now live, by supporting, informing and inspiring local government leaders, scholars, students, and others who work to improve the lives of residents around the world.

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

F1357P Research Admin III PrPs

Work Format

Hybrid (partially on-site, partially remote)

Department

Bloomberg Center for Cities

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Education, Identity

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard Kennedy School’s Mission and Commitment to Diversity, Equity, and Anti-Racism

At Harvard Kennedy School, fostering a diverse and inclusive community where everyone feels they belong is a matter of basic fairness consistent with our core values as an institution. It is also essential to our mission of improving public policy and leadership—because recruiting the best people and creating an environment where they can thrive make us better at what we do, because we learn more from people with different perspectives, and because we work in diverse groups and serve diverse societies.

Learn more about Harvard Kennedy School’s commitment to Diversity Equity, and Anti-Racism.

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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