Grants and Finance Manager Harvard University United States

Grants and Finance Manager
Harvard Medical School



Job Summary

Independently prepare, negotiate and manage a full array of sponsored research awards. Provide recommendations for the use of financial resources.


Job CodeF1357P Research Admin III PrPs

Job-Specific Responsibilities


The Harvard Program in Therapeutic Science (HiTS) is a research unit at Harvard Medical School. HiTS is seeking a Grants and Finance Manager (GFM) to oversee the grant and finance activities of our vibrant translational research community spanning Harvard and its hospitals.

The GFM will lead the HiTS pre and post-award responsibilities as well as manage their own assigned portfolio of sponsored research funding and other accounts. The GFM will manage a team of two Grant Managers and one Financial Associate. This position leads all HiTS sponsored research administration activities and may act as the research unit representative at the School or University level. The GFM will provide technical advice and problem resolution for HiTS faculty and researchers on research administration.

The Grants and Finance Manager is a member of the HiTS Administrative team, reporting to the Senior Manager of Administration and Finance. The Admin team’s mission is to provide the HiTS community with exceptional human resource, finance, and administration services while ensuring compliance with all applicable federal, sponsor, and University guidelines.

Pre-award grant responsibilities include working with faculty on proposal and budget development and liaising with the HMS Office of Research of Administration as well as the Office of Technology Development (OTD) on industry-sponsored research agreements; reviewing funding opportunities for potentially problematic terms and conditions; developing budgets for grant applications and completing pre-award requirements including providing expertise for translational research awards that require IRB approval.

Post-award responsibilities include authorizing and approving expenditures, preparing/reviewing monthly, quarterly, and annual sponsor/internal financial reports, and forecasting financial scenarios; monthly budget and expenditure project reconciliation, interpreting and applying financial and compliance-related policies, maintaining close sub-recipient oversight, ongoing monitoring of special terms and conditions, and preparing financial updates/reports for Principal Investigators, sponsors, and HiTS. Other duties include preparing financial projections by reviewing current financial status, forecasting future financial scenarios and suggesting alternative spending plans; authorizing payments for expenditures; maintaining accounting records and reconciliations, and updating financial databases for grants and fellowships.

In order to improve our financial forecasting and budgeting process, HiTS has implemented a software tool, Adaptive Insights, to facilitate the financial management and reporting of our data. Use of this system has streamlined the work of projections and reconciliation for grants managers and is required in this role. The GFM is responsible for maintaining historical data integrity of AI utilizing OBI as source data.

The GFM ensures compliance with granting agency and university guidelines by advising faculty and staff on policies and procedures that pertain to travel, reimbursements, and visa information. Sponsors include but are not limited to, DARPA, DOD, IARPA, DOE, NIH, Industry, FDA and private funders.

Performs related job duties as required.

All applications must include a cover letter detailing your interest in the role and the relevance of your skills.


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

MBA or/and other relevant professional experience /graduate degree is a plus. Previous management experience required. He/she will be a good listener and a creative problem-solver with excellent analytical capabilities.

Excellent analytic, written and verbal communication skills are needed. Unquestionable integrity. Must be well organized, flexible and able to manage multiple, challenging projects simultaneously in a fast-paced work setting. Must have an ability to learn quickly, to initiate action, and an eagerness to grow. Strong ability to build effective working relationships within the finance team and with partner departments.

HiTS specifically recruits candidates who are life-long learners with a strong desire to contribute to the program’s goal of realizing precision medicine. The small team thrives on tackling new challenges and providing the best support possible to HiTS PIs, even when the grant mechanism or program is new to the grant manager. Enthusiastic self-starters thrive in this high-performance environment.

Successful candidate must demonstrate proficiency in Excel, ability to navigate enterprise Oracle applications, adaptability with new web-based tools, possess excellent organization and communication skills, competencies in all areas of job responsibilities, ability to deliver work results of high quality while managing multiple projects under time pressure, and ability to function well in a fast-paced, high-energy and changing work environment with minimum supervision. Familiarity with Uniform Guidance is required. Writing and spreadsheet exercise will be required a component of the interview process.


Working Conditions


  • Work is performed in an office setting


Additional Information

Harvard offers an outstanding benefits package including:

Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 11.5 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, $40 per class 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.


Job FunctionFinance


LocationUSA - MA - Boston

Harvard Program in Theraputic Science (HiTS)

Time StatusFull-time

00 - Non Union, Exempt or Temporary

Salary Grade057
Pre-Employment Screening

Education, Identity


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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