As one of the basic science departments at Harvard Medical School, the Department of Microbiology plays an essential role in providing a foundation for the treatment and prevention of infectious diseases.
Fresh off the heels of several faculty recruitment campaigns, the department is seeking a talented, enthusiastic, and motivated self-starter to provide comprehensive financial and administrative support for a select portfolio of faculty while ensuring compliance with all applicable federal, sponsor, and university guidelines.
The Grants Manager (GM) will be responsible for the lifecycle financial and administrative management of sponsored and non-sponsored funds for their portfolio of Principal Investigators (PIs). The GM will be part of a collaborative grants management team that reports to the Assistant Director of Finance (ADF) with a dotted line reporting to the Director of Finance and Administration. For each PI in their assigned portfolio, the GM will manage all funds and provide comprehensive pre- and post-award support, including advising them on related policies.
Pre-award responsibilities include:
Assisting PIs and central offices with proposal preparation (budget development, administrative and institutional information, reviewing for accuracy and completion).
Ensuring necessary approvals are in place (OAIR, IACUC, IRB) and that proposals comply with sponsor, university, and local policies.
Steering proposals through the internal and sponsor submission processes.
Coordinating award set-up in GMAS.
Notifying PIs of upcoming submission opportunities and deadlines.
Post-award responsibilities include:
Monthly reconciliation of all funds within portfolio.
Accurate monthly analysis of each PI's funding status, and notifying PI and supervisor about funding shortfalls and potential contingency plans.
Strategizing with PIs on personnel and resource allocations, and facilitating the effort certification process.
Proactively building relationships with and fieldling ad-hoc inquiries from PIs, lab personnel, central offices.
Approval of expenditures and ensuring invoices are paid within sponsored budget limits and timelines, in coordination with AP Coordinator as necessary and in compliance with governing policies.
Maintaining necessary documentation in the event of compliance and audit inquiries.
Processing corrective journals to the general ledger as needed.
Working independently or with central offices as needed to prepare financial and administrative reports for sponsored awards.
Helping HR Coordinator to set up new appointments, process terminations, coordinate visa applications, and renewals, and submit payroll changes.
Interpreting award terms/conditions, federal, non-federal, and university policies, providing guidance to the faculty, communicating with faculty and lab personnel about policy updates, and ensuring compliance.
Other tasks and responsibilities may be assigned as needed.
This position is based in Boston, but the work may be done fully or primarily remote. 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
Minimum two years of experience in research administration, finance, or related work.
No day is ever the same in research administration – this role is ideal for individuals who are ready to use sound judgment, attention to detail, and strong organizational skills to address a wide array of shifting priorities.
Enthusiastic individuals with a continuous desire to learn will also be a fit for this role. Working knowledge of federal and non-federal regulations for sponsored research is preferred.
Exceptional customer service skills, including effective verbal and written communication skills are ideal.
Ability to employ independent decision-making and problem-solving skills as well as contribute to team projects (e.g., process improvement).
Proficiency in Microsoft Office Suite with a strong desire and aptitude to learn complex data query tools preferred.
Ability to influence colleagues at all levels with tact and diplomacy as well as handle sensitive, confidential information/materials with discretion is a plus.
EQUAL OPPORTUNITY EMPLOYER: 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, or any other characteristic protected by law.
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.