Assistant Director of Research Administration

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's 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.

Why join Harvard Medical School?

Harvard Medical School's 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.

You’ll 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 - it’s an opportunity to shape the future of medicine.

Job Description

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 department’s 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 department’s 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:

• 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:

• 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.

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Work Format Details

This is a position that is based at a Harvard campus location with some remote work options available. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 057. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard’s academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, sex, ethnicity, color, national origin, religion, disability, or any other characteristic protected by law or identified in the university’s non-discrimination policy. Harvard’s equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.