Job Listings

Assistant Director, Grants and Finance

Harvard University
Job Location:
Boston, Massachusetts
Sponsored Programs, Grants, and Contracts
Harvard Medical School


Job-Specific Responsibilities

After a strategic planning process, the Center for Primary Care looks to a future focused on Saving and Improving Lives Through Primary Care, & commits to fostering a dynamic community at HMS to promote & support primary care resilience, equity, & value in order to improve health and wellbeing. This work will be informed by the Center's core values of social justice, innovation, advocacy, collaboration & sustainability.

As the Center prepares for its next phase, it is recruiting an enthusiastic & experienced Grants & Finance manager to join our team who will provide a wide range of financial & operational duties including:

Grant administration responsibilities:
1. Lead Pre-Award proposal development and submission:
* Review RFPs & ensure compliance with all sponsor requirements
* Create budgets for funds from multiple sources
* Advise on salary caps, allowable direct costs, direct cost limits & indirect cost rates
* Work with subcontractors to gather required documents for applications
* Review proposals to ensure compliance with University guidelines
* Work with HMS Office of Research Administration (ORA) to resolve all issues & ensure timely submission of applications

2. Manage Post-Award tasks:
* Work with ORA to create accounts for new awards & continuations
* Prepare post-award budgets based on Notice of Award
* Monitor spending & balances & reconcile all sponsored accounts
* Comply with all sponsor guidelines in regard to allowable expenses & prior approval requests
* Monitor & track sub-award contracts, invoices & payments
* Process &/or approve financial transactions involving sponsored awards
* Interpret guidelines & polices & advise faculty, staff & students of sponsor programmatic & fiscal reporting requirements & manage all report submissions
* Review effort certification reports for accuracy

3. Complete grant forecast reporting & provide financial analysis to faculty & leadership for use in strategic planning and decision making

4. Serve as principal source of information on all University & sponsored award policies & procedures. Work closely with faculty, staff &/or students on all grant-related matters to ensure compliance with all award terms & conditions

Financial Management key responsibilities
1. Business Operations:
* Financial accounting; financial systems; AP & AR management & reporting
* Manage p-card review, corporate card payments, reimbursement reconciliation, & internal billing & invoice management
* Manage business operations & administration of processes to support: reporting, financial analysis & performance monitoring; monthly fund reconciliation; procurement & financial compliance

2. Budgeting, modeling, scenario planning:
* Center budget process management; forecasting, modeling to support financial planning & decision making
* Coordinate with teams creating revenue generating programs to set up & manage fee-based registration
* Work directly with HMS Finance to ensure accurate budgeting & discuss needed updates
* Serve as liaison within & between the School/Unit & the University to provide comprehensive financial analysis & budget management
* Ensure financial compliance with University policies & applicable legal rules & regulations
* Provide technical expertise, problem-resolution & training
* Oversee interim & year-end fiscal & processes

3. Strategy advising:
* Serve as internal advisor to team regarding fiscal planning, budgeting & analysis & inform strategic decision making
* Update and communicate finance policies to ensure compliance and financial good stewardship

Typical Core Duties
  • Oversee such pre-award areas as: funding, searches, proposal submission, document tracking and reporting
  • May act as signatory for the University, to endorse, negotiate, and/or accept grants and awards
  • May function as a subject matter expert and/or project lead
  • Evaluate pre- and post- award research administration procedures, recommend improvements
  • Perform complex post-award activities including award approval and set up, analysis and reporting and long range financial planning
  • Provide technical advice for and problem resolution for a school/unit financial community on research administration
  • Act as the department representative at the School/University level
  • Ensure financial compliance with University policies and procedures and applicable federal and sponsor rules and regulations
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
  • Strong working knowledge of federal regulations, including Uniform Guidance. The Grants and Finance Manager must have excellent computer skills, including knowledge of Microsoft Office Suite, and Endnote. Strong written and oral communication, analytical thinking, resourceful problem solving skills required. Ability to work independently with minimal supervision. Ability to handle complex and confidential information with discretion. College degree strongly preferred or an equivalent of education plus relevant business experience. Knowledge of Microsoft Office Suite, advanced excel skills, and knowledge of advanced financial operations principles required. Previous experience in Harvard, or similar academic, higher-ed, or non-profit setting will be highly valued as will in-depth experience working with faculty, staff, and external partners to coordinate information for budgeting and modeling projects. Proven ability to prioritize and deliver quality results in a high-volume environment. Familiarity with Harvard financial processes, procedures, and systems strongly preferred. Strong writing and communication skills preferred, as well as willingness to collaborate across teams and programs. 3-5 + years directly related experience in managing grants and contracts. Knowledge of Harvard eco-system and financial systems is preferred. Must show commitment to mission, vision, and values of Center.
Working Conditions
  • Work is performed in an office setting
Additional Information
The Center for Primary Care (Center) was founded in 2010 to strengthen primary care education & innovation at Harvard Medical School. Over the past 10 years, the Center has grown successfully by facilitating innovations in practices, conducting original research, launching new training programs, assisting with curricular change at HMS, supporting entrepreneurs in primary care delivery, & engaging students.

This is a one-year term position from date of hire, with possibility of extension, contingent on work performance and continued funding to support the position.

This Staff role may start as a remote position due to the COVID-19 pandemic and while restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments' business needs.

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence.Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University's COVID vaccination requirement and exceptions may be found at the University's "COVID-19 Vaccine Information" webpage:

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

We are committed to cultivating aninclusive 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

Harvard University offers an outstanding benefits package including:
  • Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
  • Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
  • Retirement: University-funded retirement plan with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
  • Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
  • Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
  • Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

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Job Function

USA - MA - Boston

Job Code
F1357P Research Admin III PrPs


Center for Primary Care

Time Status

Salary Grade

00 - Non Union, Exempt or Temporary

Pre-Employment Screening
Credit, Criminal, Education, Identity

35 hours/week | Monday-Friday

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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