Harvard University · Boston, MA

Senior Research Portfolio Administrator at Harvard University — Boston, MA

Full-timeBoston, MAPosted 2026-07-23Apply on SmartRecruiters
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Full job description

The central Office of Research Administration (ORA) at Harvard Medical School (HMS) seeks a talented and experienced Senior Research Portfolio Administrator (SRPA). The SRPA will provide pre- and post-award management for interdisciplinary faculty with complex portfolios, whose funding sources range from NIH, NSF, DoD, DOE, ONR, DARPA, ARPA-H and other federal and private sources. The ideal candidate will be responsible for interpreting and communicating University and sponsor guidelines, policies, and procedures, and use a high degree of judgment and problem-solving skills to ensure compliance throughout the sponsored project life cycle.

This is a full-time hybrid position (we will consider a fully remote individual but prefer some hybrid presence), reporting to ORA, and working directly with the Department of Biomedical Informatics (DBMI). The SRPA will provide outstanding customer service and work closely with DBMI’s senior and junior faculty, staff, post-docs, and students, and other internal and external stakeholders. This includes special projects and duties as assigned.

Pre-award responsibilities include, but are not limited to:

  • Identifying and disseminating funding opportunities and review of application requirements
  • Working on proposal and budget development.
  • Preparing the application and route for institutional review, authorization and submission to sponsor, and interaction with ORA.

Post-award duties include, but are not limited to:

  • Daily monitoring of grants and contracts to ensure expenses are paid within budget limits and timelines and according to agreements and government regulations.
  • Budget and fund reconciliation.
  • Financial analysis and update of projections for sponsored awards.
  • Coordination and submission of timely effort reporting.
  • Submission of timely payroll changes for faculty, staff, and students.
  • Reviewing agreements and drafting of other research-related documents (billing agreements, etc.).
  • Oversight of subrecipients including monitoring of spending and special terms and conditions.
  • Preparing progress reports and prior approval requests and route them for institutional review, authorization, and submission to sponsor.
  • Reviewing and approving vendor invoices and reimbursement.

Although this role is expected to function with a great deal of autonomy, the SRPA will collaborate and maintain strong relationships with colleagues in the HMS Office of Finance, the HMS Office of Research Administration (ORA), the Office for Sponsored Programs (OSP), and other Harvard and external colleagues as needed.

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Basic Qualifications:

  • Five or more years of experience in pre-and post-award management, including both federal and non-federal awards, or related experience required. Higher education may count toward years of experience.

Additional Qualifications and Skills:

  • Bachelor’s degree strongly preferred.
  • Certified Research Administrator (CRA) preferred but not required.
  • Demonstrated experience with NIH and NSF proposal submissions and electronic grant submission systems (ASSIST, Workspace, Research.gov, Proposal Central etc.).
  • Working knowledge of research compliance policies and federal grant regulations, including A-21, Uniform Guidance and NIH Grant Policy Statement.
  • Demonstrated advanced financial skills (e.g. financial analysis and modeling, budget management, accounting, reporting).
  • Demonstrated the ability to prioritize across responsibilities, and to manage multiple commitments with competing deadlines and shifting priorities and handle complex and sensitive information with discretion.
  • Demonstrated ability to work both collaboratively and independently with minimal supervision in the management of multiple projects in a fast-paced, deadline-driven environment.
  • Demonstrated strong attention to detail and strong analytical and organizational capabilities.
  • Excellent interpersonal skills and demonstrated ability to communicate effectively, both verbally and in writing.
  • Proficient in Microsoft Excel, Word, PowerPoint and comfortable using complex reporting, financial and account systems.
  • Standard Hours/Schedule: 40 hrs. per week | Monday - Friday | 8:00 am - 5:00 pm
  • Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
  • Pre-Employment Screening: Identity
  • Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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Work Format Details

Salary Grade and Ranges

Benefits

  • 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