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Assistant Director of Research Administration

Assistant Director of Research Administration

Harvard UniversityBoston, MA, US
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Assistant Director of Research Administration

By working at Harvard University, you join a vibrant community that advances Harvards world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Harvard Medical Schools mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

Youll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - its an opportunity to shape the future of medicine.

Job Summary :

Oversee comprehensive pre-post-award grant administration. Provide consultation and recommendations for the use of financial resources to faculty and staff.

Job-Specific Responsibilities :

As a departmental leader, the Assistant Director of Research Administration brings to the role extensive experience with the full lifecycle of grant administration and the ability to design, implement, and monitor effective workflow processes and procedures. This individual will be instrumental in shaping and improving research administration operations while supporting the departments strategic research goals. The Assistant Director will also be responsible for strengthening internal competencies and building confidence among the grants management team. The Assistant Director of Research Administration provides high-level technical expertise and oversight of both pre- and post-award grants management in a fast-paced and dynamic research environment. We are seeking someone with strong leadership abilities and excellent interpersonal and communication skills. The Assistant Director will work closely with faculty in identifying and applying for funding opportunities, review all pre-award submissions before department signoff, and advise faculty and research staff on University, federal, and sponsor guidelines. The individual will generate financial analyses and reporting for faculty and department leadership, serve as a departmental signatory on sponsored research proposals, and lead the development and delivery of grants management training. This position directly supervises two business office staff members and plays a key role in cultivating a collaborative, inclusive, and high-performing team.

Key Responsibilities :

Leadership & Oversight :

  • Oversee the full range of sponsored research administration, from proposal development and submission through award setup, management, and closeout.
  • Provide strategic guidance to faculty and staff on funding strategy, resource allocation, and financial planning related to research activities.
  • Act as department signatory for sponsored research proposals in compliance with institutional policies and sponsor regulations.

Staff Management :

  • Supervise, train, and support two research administration staff members, ensuring alignment of responsibilities, performance expectations, and professional development opportunities.
  • Promote a culture of collaboration, innovation, and accountability within the research administration team.

    • Pre- and Post-Award Administration :

  • Manage all pre-award activities including funding opportunity searches, proposal preparation, budget development, submission, and routing.
  • Oversee post-award functions such as award activation, financial reporting, budget reconciliation, re-budgeting, effort tracking, and subrecipient monitoring.

    • Compliance and Institutional Coordination :

  • Interpret and ensure compliance with University, sponsor, and federal policies and procedures.
  • Serve as the departments primary liaison with central administrative offices such as OSP, SPA, and Finance for research-related matters.
  • Represent the department at School- and University-wide working groups or meetings related to research administration.

    • Process Improvement & Training :

  • Evaluate departmental research administration procedures and recommend enhancements to improve efficiency and accuracy.
  • Lead the creation and implementation of departmental best practices.
  • Coordinate onboarding and training for new staff and provide continuous guidance to existing team members.

    • Qualifications :

    Basic Qualifications :

  • Bachelors degree or equivalent work experience required.
  • Minimum of 5 years relevant work experience.
  • Advanced knowledge of sponsored research regulations.

    • Additional Qualifications and Skills :

  • Previous experience supervising staff is desirable.
  • Advanced Accounting or Business Degree preferred.
  • Must be self-directed and able to prioritize duties and meet multiple deadlines.
  • Must be able to use a high degree of judgment and make sound independent decisions.
  • Experience working with research faculty in a higher education setting is preferred.
  • High level of attention to detail and ability to multitask is required.
  • Strong written and oral communication skills are essential.
  • Needs to be able to work independently with minimal supervision and handle complex and confidential information with discretion.

    • Additional Information :

  • Term : This is a two-year term position from the date of hire, with the possibility of extension, contingent upon work performance and continued funding to support the position.
  • Standard Hours / Schedule : 35 hours per week
  • Visa Sponsorship Information : Harvard University is unable to provide visa sponsorship for this position.
  • Pre-Employment Screening : Identity, Education
  • Other Information :

    • Work is performed in an office setting and remotely. Remote working conditions will be discussed during the hiring process.

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

    Not ready to apply? Join our talent community to keep in touch and learn about future opportunities!

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