Research Administration and Finance Manager

Harvard University, United States

Updated: over 1 year ago
Location: Cambridge, MASSACHUSETTS
Deadline: The position may have been removed or expired!

10-Nov-2022

Harvard Kennedy School

59915BR


Position Description

The Research Administration and Finance Manager is part of the core Bloomberg Center for Cities 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.

Building on the Bloomberg Harvard City Leadership Initiative, the Bloomberg Center for Cities aims to strengthen city leadership and governance and serve as a hub of world-class programs, teaching, and research on cities. The Center brings together faculty, students, and expertise from around Harvard to engage in continuous interaction with practice.

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. 

Please see the Additional Information section for a continuation of the Duties.


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

Duties (continued from Above):

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 


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 


This position is a fully benefits-eligible term appointment through December 31, 2023 with very strong possibility of renewal. 

We regret that Harvard University cannot provide visa sponsorship.

This is a hybrid position based on our campus in Cambridge, MA.  As a campus-based institution, we place a high value on the in-person experience, cross-team collaboration, and strong community building in order to create a vibrant campus for our students, faculty, staff, and research fellows. The position is required to work in-person on campus a minimum of three days per week during the academic year. Specific days and schedule will be determined between you and your manager.

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

Salary Range: $70,800- $119,000
Note: Starting salaries typically fall in the lower half of the salary range; however, they are ultimately determined by the scope of the position, the candidate's relevant experience, and internal equity. 


Location

USA - MA - Cambridge


Job Code

F1357P Research Admin III PrPs


Department

Bloomberg Center for Cities


Union

00 - Non Union, Exempt or Temporary


Appointment End Date

31-Dec-2023


Pre-Employment Screening

Education, Identity


Commitment to Equity, Diversity, Inclusion, and Belonging

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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