Assistant Director for Research Administration and Finance

03-May-2022

Harvard John A. Paulson School of Engineering and Applied Sciences

58272BR

Position Description

Reporting to the Senior Director of Research Administration at the John A. Paulson School of Engineering and Applied Sciences (SEAS), this position is a member of the SEAS research administration management team.  The Assistant Director of Research Administration and Finance (ADRAF) is responsible for managing a team that provides research administration and financial management support for SEAS faculty. They develop capable, diverse and cohesive teams to maximize their collective skills and talents and ensure a customer-service focus and high-quality work product. They serve as the local financial and research administration (RA) expert for faculty and staff. May provide life-cycle grant support to a small portfolio of faculty and/or research centers. This is a high-volume, fast-paced, and dynamic environment.

SEAS is currently recruiting for two ADRAF openings. 

Duties and Responsibilities

• Supervises (Senior) Research Portfolio Managers/Administrators, including planning, assigning, scheduling, reviewing work, training, mentoring and performance management. Assesses and maintains portfolio distribution and workload; Redistributes assignments as needed especially around proposal deadlines.  May inlcude dotted line supervision of Administrative Managers for Research.
• Oversees sponsored proposal preparation. Serves as primary local contact for resolving issues related to review criteria such as PI eligibility, indirect cost policies, cost sharing, and identifying needed compliance approvals such as export controls, conflict of interest, human subjects research, animal subjects research.
• Advises faculty and staff on existing options/alternatives; recommends courses of action on research-related fiscal matters. Works with school-level offices on audits, tuition distribution, award and sub recipient monitoring, effort certifications, supplemental salary requests and academic year salary charges under the Faculty Academic Year Salary Incentive Program (FASIP).
• Provides advice and resolves complex questions on non-standard pre-and-post-award activity by collaborating closely with the University the Office for Sponsored Programs (OSP) and the Office for Technology Development (OTD), the University Office of the Vice Provost for Research (OVPR), within RA and financial policy parameters.

• Builds strong partnerships with SEAS Finance, FAS Research Administration Services, and the Office for Sponsored Programs to provide input, develop communication, implement, and train on sponsor policies and regulations, School and University policies and procedures, new systems and other initiatives. 

• Serves on local school and University wide committees to represent SEAS research administration and needs, concerns and perspective at the local level.
• Provides ad-hoc analysis and reporting and meets with SEAS leadership on issues related to faculty funding, lab operations and compliance.

• Reviews/approves high-dollar financial transactions (travel reimbursements, corporate cards, PCards, and Buy2Pay).

• Signs consulting and vendor contracts per school policy. Reviews contracts to ensure terms and conditions are consistent with university best practices and appropriate financial risks.

• On-boards new SEAS faculty to research administration and related finance policies/procedures.
• Reviews requests for exceptions to financial and RA policies and recommends a course of action in consultation with school-level staff.
• May oversee life-cycle grant support to a small portfolio of faculty and/or research centers and provide technical backup for activities including proposal preparation, transaction approvals, financial analysis and strategizing with PIs on resource/personnel allocations.
• Other duties as required.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required
• Minimum of 7 years’ relevant work experience
• Advanced knowledge of sponsored research regulations
• Supervisory experience

Additional Qualifications and Skills

• Demonstrated ability to work constructively in a team setting and collaboratively across all functions.
• Ability to embrace and lead change, including identifying problems and opportunities, and successfully implementing new initiatives, process improvements, and/or policy changes.
• Ability to lead and manage projects from inception to completion successfully. Excellent oral/written communication, interpersonal, and customer service skills.
• Ability to prioritize work in an environment with multiple and conflicting interests; strong organizational skills, attention to detail, and problem-solving skills. Working knowledge of OMB circulars, 2 CFR 200, FAR, and other federal sponsored research regulations.
• Working knowledge of federal and non-federal sponsors’ policies and procedures (such as NSF, NASA, DARPA, or NIH), and current issues in sponsored research administration.
• Experience with financial planning, budgeting or forecasting preferred.
• Financial management experience with both sponsored and non-sponsored funds preferred.
• Ability to handle complex and confidential information with discretion.
• Strong skills in MS Excel, Adobe, MS Word, and ability to learn new software and systems (including web-based tools). Experience with Harvard financial and administrative applications preferred.   
• Experience in an academic or related setting (such as hospital or non-profit) preferred

Working Conditions

• Work is performed in an office setting

Additional Information

• The University requires all Harvard community members to be fully vaccinated against COVID-19 and remain up to date with COVID-19 vaccine boosters, as detailed in Harvard’s Vaccine & Booster Requirements . Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement, exemptions, and verification of vaccination status may be found at the University’s “COVID-19 Vaccine Information” webpage: http://www.harvard.edu/coronavirus/covid-19-vaccine-information/ . 
• Applicants should submit a resume and cover letter to be considered for this position.
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.

This position will be based in Cambridge, MA. The department is currently operating with a hybrid workplace model. All remote work must be performed in a state in which Harvard is registered to do business (CA, CT, MA, MD, ME, NH, NY, RI, and VT). Individual flexible and remote work options for this role will be discussed during the interview process.

SEAS Research Administration is using the remainder of the calendar year 2022 as a trial period for hybrid workplace models (where there is flexibility for the position to be based on campus, fully remote, primarily remote, or hybrid ) and may adjust these as necessary or appropriate.

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

Location

USA - MA - Cambridge

Job Code

F1358M Research Admin Mgt IV PrPs

Department

Research Administration

Union

00 - Non Union, Exempt or Temporary

Pre-Employment Screening

Credit, Criminal, Employment, 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.