Massachusetts Jobs

MassHire JobQuest Logo

Job Information

Harvard University Research Administration Specialist in Cambridge, Massachusetts

65636BRAuto req ID:65636BRJob Code:F1357P Research Admin III PrPs Department Office Location:USA - MA - Cambridge Business Title:Research Administration SpecialistSub-Unit:------------ Salary Grade ( :057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Additional Qualifications and Skills:

  • Must have familiarity with the federal Uniform Guidance, FAR, and current issues in sponsored research administration.

  • Knowledge of;

  • NIH policies and procedures, eRA Commons, NSF policies and procedures, and FastLane/

  • Microsoft Office Suite, advanced Excel skills.

  • advanced cost/financial principles, budget management, and financial analysis.

  • Must possess excellent written, presentation, and verbal communication skills.

  • Experience with Harvard financial and grants administration systems and applications highly preferred.

  • Strong change management skills to lead the effort to implement a new organizational model and develop new processes and procedures.

  • Must be able to manage multiple and shifting priorities and interact with diverse constituencies.

  • Proven ability to work collaboratively and independently in the management of multiple projects in a dynamic environment

Additional Information:

Please provide a cover letter with your application.

Please note:

  • The position requires willingness to provide personally identifiable information (PII) necessary for identity authentication related to obtain access to external sponsor systems.

  • Harvard University requires pre-employment reference and background screening.

  • We are unable to provide work authorization and/or visa sponsorship.

  • This position has a 90-day orientation and review period.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.


Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department.

Department:Office for Sponsored ProgramsPre-Employment Screening:Education, IdentityJob Function:Finance School/Unit:Financial Administration 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.Basic Qualifications:

  • Bachelor’s degree or equivalent work experience required

  • Minimum of 5 years’ relevant work experience

  • Advanced knowledge of sponsored research regulations

Working Conditions:

  • Work is performed in an office setting when and if and onsite work occurs.

Position Description:The Office for Sponsored Program (OSP) is a department within Harvard University’s Financial Administration that is focused on providing high-quality administrative and financial assistance to faculty and other University affiliates performing sponsored research. OSP works with researchers across Harvard to help obtain and negotiate awards from sponsoring agencies, assist with grant proposal preparation, ensure compliance with federal regulations and University policies, provide financial support including financial reporting and billing and collection services, and promote knowledge of sponsored research administration throughout the University research community.

The Harvard University Central Administration Research Management Team (CADM RMT) is a new team in the Office for Sponsored Programs. The Research Administration Specialist (RA Specialist) will report to, and work with, the CADM Program Manager in establishing best practices and business processes as we build out the CADM RMT. The RA Specialist will have the primary responsibility for working with non-academic units and Inter-Faculty Initiatives to prepare and review proposals, evaluate awards, continuations/progress reports, resubmissions, and/or supplements for the Cambridge Campus.

The RA Specialist will establish relationships across the University to support the Interfaculty Initiative’s with their proposal preparation and submission and grant management. This role will work in close partnership with faculty members and department administrators.

Pre-Award Responsibilities:

  • Collaborate with local unit PI’s/Heads of department and local administrators to develop and review proposals, day-to-day management of awards to ensure compliance with internal and external regulations.

  • Facilitate Just in Time (or equivalent processes), review of award notices.

  • Support negotiation of awards.

  • Manage GMAS requirements and support/facilitate internal approvals (IRB, IACUC, COMS, etc.).

  • Assist the Program Manager with the training and mentoring of research administration staff in the local units.

  • Other duties as assigned.

Post Award & Compliance Responsibilities:

  • In collaboration with;

  • OSP Pre-Award, ensure award set-up in GMAS is accurate and manage any allocations across part-of accounts and subaward accounts.

  • OSP Research Finance and the departments, complete a final reconciliation and closeout of sponsored awards.

  • the Program Manager and the department administration, complete the reconciliation and forecasting of the sponsored awards for the Unit; meet with leadership of the local unit to review status of sponsored awards and plans for additional submissions.

  • Review and approve purchases and reimbursements if there is no local approver in the unit.

  • Assist with audits, compliance monitoring, and support requests for information.

The RA Specialist:

  • will be an “expert” in the field of sponsored programs.

  • serves as primary customer service contact to clients (Principal Investigators, departments, sponsors, etc.) on a wide range of pre-award, post-award, and compliance issues. They partner with other members of OSP and the broader Harvard University research administration community to provide exceptional customer service in a dynamic environment.

  • position requires a professional that can serve as a subject-matter expert in research administration and must have a proven ability to multitask and prioritize deliverables with varying due dates.

  • will work with various offices across campus such as the Office of the Vice Provost, Office of Technology Development, and other Harvard offices as needed.

  • The position requires willingness to provide personally identifiable information (PII) necessary for identity authentication related to obtain access to external sponsor systems.

Commitment to Equity, Diversity, Inclusion, and Belonging:Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.Benefits:We invite you to visit Harvard's Total Rewards website ( to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.

  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.

  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.

  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.

  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.

  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.

  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.

  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.

  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Work Format:Hybrid (partially on-site, partially remote) LinkedIn Recruiter Tag (for internal use only):#LI-BT1Work Format Details:This is a hybrid position that is based in Massachusetts. 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.About Us:

More about FAD:

Financial Administration (FAD) is dedicated to advancing Harvard University’s teaching and research mission by stewarding its resources; providing support, guidance, and consultation; ensuring compliance with University and federal guidelines; mitigating risk; pursuing operational excellence; and promoting the financial health of the University.

Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.

Within our own community, we aspire to:

  • Engage with respect, honesty, and integrity

  • Cultivate equity, diversity, inclusion, and belonging

  • Welcome innovation, collaboration, and flexibility

  • Enjoy our work, grow professionally, and aim for the extraordinary

Learn more about Financial Administration ( and our eight reporting units. (