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Senior Grant Administrator Jobs

Company

Harvard University
Address , Boston, Ma
Employment type FULL_TIME
Salary
Expires 2023-07-18
Posted at 1 year ago
Job Description

Position Description

The Harvard/MIT MD-PhD Program is seeking a full-time Senior Grant Administrator to join our team. Our program is committed to training the next generation of physician-scientist leaders, and we are expanding our administrative team in pursuit of this mission.
The Senior Grant Administrator will work hand-in-hand with our Director of Finance to manage the MD- PhD Program’s finances. The Program’s portfolio consists of:
  • Operating budget of ~$10 million annually
  • Two National Institutes of Health (NIH) training grants including the Medical Scientist Training Program grant (the largest of its kind at Harvard or MIT with 48 slots per year)
  • ~20 gift and endowment accounts
  • 30+ individual fellowships

While experience in research grant administration is preferred, as is a working knowledge of NIH grant regulations and requirements, this experience is not essential. This role is an excellent opportunity for a motivated, detail-oriented individual interested in working in a mission-driven enterprise.
Principal Duties and Responsibilities
Pre-Award:
  • Guide the PI and coordinate with HMS Office of Research Administration (ORA) on the submission of materials in response to Just in Time requests
  • Oversee all aspects of the grant application process, including development of proposal budgets in accordance with sponsor and University guidelines; serve as guide and counselor to faculty and trainees throughout the grant application and renewal processes
  • Understand and conform with the administrative, budgetary, and financial policies of all sponsors as well as Harvard Medical School; remain current with all policy changes

Post-award:
  • Collaborate with PIs on annual NIH/foundation progress reports; lead data-gathering and validation effort essential to populating data tables
  • Maintain external databases (e.g., xTRACT, xTrain) inclusive of trainee appointments and terminations as well as Program outcomes
  • Serve as a point of contact for questions in the use of University and NIH research applications (e.g., HART, eRA Commons, ASSIST)
  • Support internal and external audit and compliance-related activities
  • Maintain internal databases (e.g., FileMaker) complete with tuition, stipend, and health insurance details
  • Facilitate timely award closeout in coordination with the Harvard Office for Sponsored Programs
  • Monitor fund balances and obligations; recommend action as necessary to avoid overruns; prepare and maintain financial reports
  • Assist in processing tuition, stipend, and health insurance payments for 145+ students; communicate relevant details to stakeholders across Harvard and MIT
  • Assist trainees with publication compliance in accordance with the NIH Public Access policy

Development:
  • Draft and send gift acknowledgements; collaborate with members of Donor Relations team as appropriate
  • Partner with Program leadership to develop communications and reports meaningful to current and prospective donors
  • Monitor and report on gift and endowment funds

General:
  • Lead Program’s accounts payable and expense reimbursement efforts; advise faculty, staff, and trainees regarding allowability and allocability of expenses
  • Serve as Program’s student health insurance subject matter expert; facilitate students’ transitions between plans as necessary working closely with Harvard and MIT enrollment specialists
  • Assist in development and implementation of finance-related Program policies, procedures, and systems and revise as necessary
  • Contribute to process improvement to achieve efficiencies in Program-wide operations and/or in service to the Harvard Medical School research community

Basic Qualifications

5+ years of related financial management experience (advanced education may count toward experience)

Additional Qualifications and Skills

  • 3+ years of grant administration experience preferred especially experience with NIH training grants
  • Bachelor’s or advanced degree preferred, e.g., MPH, JD, PhD
  • Research Administration Certification (CRA, CPRA, and/or CFRA) preferred
  • Advanced Excel skills required; experience using other accounting or financial software preferred

Competencies Required
Planning and Workflow Management Skills:
  • Ability to independently prioritize, multi-task, and meet deadlines
  • Robust problem-solving ability, including the ability to gather information, identify resources, and imagine alternatives
  • Exceptional attention to detail
  • Demonstrated ability to remain flexible in achieving outcomes; ability to adapt to shifting priorities and navigate ambiguity

Communication Skills:
  • Excellent written and verbal communication skills
  • Skillful at negotiating and building persuasive arguments supported by policy
  • Sense of humor is a must
  • Cognizant and respectful of cultural differences in communication approach

Professionalism and Integrity:
  • Exceptional judgment and an ability to maintain confidentiality
  • Excellent interpersonal and management skills with facility to interact professionally with both internal and external stakeholders
  • Positive customer-service orientation

Working Conditions

Duties will be carried out in a typical office environment with hybrid working options available. Occasional hours outside the 9-5 workday may be required, particularly around grant submission deadlines.

Additional Information

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.
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/.
Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.
Harvard University offers an outstanding benefits package including:
  • Wellness Options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3paid personal days per year.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.

The Harvard Medical School is not able to provide visa sponsorship for this position.
Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!

Job Function

Finance

Department Office Location

USA - MA - Boston

Job Code

405007 Financial Professional (N)

Department

M.D. Ph.D. Program

Sub-Unit

-

Time Status

Full-time

Salary Grade

056

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

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.