Pre-and Post-Award Research Administrator

15-Apr-2024

Harvard Medical School

65148BR

Position Description

This fully remote, full-time position provides a unique opportunity for an experienced grant manager to assist multiple departments at Harvard Medical School with their sponsored award management needs. The Pre-and Post-Award Research Administrator will be assigned to departments to provide backup coverage for grant manager vacancies or to assist during peak periods. Typically, you’ll have a short break after one assignment before moving on to the next at another department. Although the position reports to the central Office of Research Administration, you will work directly with department faculty and staff and will be responsible for enforcing and complying with all sponsor and University policies and procedures applicable to procuring and managing sponsored funding. Common federal sponsors include NIH, NSF, DARPA and DOD.

Please note the Additional Qualifications and Skills listed below, as this role requires someone who can adapt quickly to changes and provide quality service with minimal supervision in a fast-paced environment.

Pre-award responsibilities include, but are not limited to: ·

• Advising researchers on funding opportunity requirements, as well as fiscal, administrative, and compliance policies and procedures.
• Developing budgets and preparing administrative proposal components in accordance with sponsor and institutional policies and instructions.
• Managing the application process with researchers, subrecipient institutions, and other staff members to meet internal and external deadlines.
• Entering proposals into Harvard’s sponsored award system of record and sponsor portals (e.g., ASSIST, Grants.gov, ProposalCentral) and routing 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:

• 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 payable and receivables up to $25k.
• Submitting timely payroll 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.

Basic Qualifications

5 or more years of experience in pre-and post-award management, including both federal and non-federal awards.

Additional Qualifications and Skills

• Willingness to adapt to frequent changes in environment, people, and processes.
• Must be self-directed, possess ability to use high degree of judgment, work independently with minimal supervision and handle complex confidential information with discretion.
• Ability to prioritize across responsibilities, and to manage varied commitments, competing deadlines, and shifting priorities.
• Demonstrated ability to communicate effectively, both verbally and in writing.
• Excellent organizational skills and attention to detail required.
• Demonstrated financial skills (e.g., budgeting, accounting, reporting).
• Experience with electronic grant submission systems (ASSIST, Workspace, Research.gov,
• ProposalCentral, etc.) and intermediate knowledge of Excel and Word.
• Working knowledge of research compliance policies and federal grant regulations, including Uniform Guidance and NIH Grants Policy Statement

Additional Information

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Work Format Details

This position is eligible for 100% remote work. Employees may work from any 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.

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 - Boston

Job Code

405007 Financial Professional (N)

Department

Research Administration

Union

55 - Hvd Union Cler & Tech Workers

Pre-Employment Screening

Criminal, Identity

Schedule

​35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

Commitment to Equity, Diversity, Inclusion, and Belonging

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

https://hms.harvard.edu/about-hms/campus-culture/mission-community-values-diversity-statement

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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