Research Administration Specialist

04-Oct-2024

Research Administration Specialist

Faculty of Arts and Sciences

66872BR

Job Summary

The Department of Earth and Planetary Sciences seeks a Research Administration Specialist! 

The Research Administration Specialist (RAS) reports to the Senior Research Administration Specialist and is responsible for life-cycle administration of federal and non-federal awards and University internal funding. The RAS will proactively establish relationships with faculty members, postdocs, graduate students, and faculty administrators and partners with the FAS Office of Research Administration (FORA), Harvard's Office for Sponsored Programs (OSP), and other central offices to provide expert guidance on all research administration matters. 

Position Description

Pre-award responsibilities  

• Provides financial and grants management expertise to faculty and faculty support staff on grants portfolio composed of federal and non-federal grants, contracts, subcontracts, and non-sponsored funding.  
• Review funding opportunity announcements/solicitations and complex award terms to ensure proposal conformity with agency guidelines; advise PIs and RGCs on practical aspects of proposal preparation and considerations that may affect project administration.  
• Assist Faculty and Research Group Coordinators with proposal preparation, including budgets and budget justification preparation, proposal content, and formatting requirements. Helps to build non-technical components for submissions to external sponsors and internal University programs. 
• Collaborates with OSP and FORA to resolve issues that occur during the proposal internal review/approval process and ensure compliance with FAS, University, and sponsor regulations.

Post-award responsibilities 

• Responsible for interpreting financial and business terms of sponsored agreements and financial management of a life-cycle portfolio.
• Prepares monthly budget and expenditure reconciliation and financial projections, monitors balances, and recommends contingency plans in accordance with university/sponsor policies. Communicates and meets with faculty, research group coordinators, and the EPS executive director to review results and resolve issues.  
• Assists in the review and approval of grant-related expenditures. Advises and assists PIs and department with equipment and lab supplies purchases. Monitors grants and contracts regularly to ensure expenses are paid according to university and sponsor policies and within budgetary limits and timelines.  
• Process research administration transactional activities (e.g., no-cost extension requests, journals, etc.) and works closely with OSP to establish accounts, maintain accurate financial records, and close out processes. 
• Coordinates technical reporting requirement reminders to PIs and has primary responsibility for the coordination and documentation of grant close-out requirements.  
• Reviews and coordinates the effort certification process and advises PIs and staff on related policies.   
• Serves as departmental liaison with the Office of Sponsored Programs, FAS Office of Research Administration, and other relevant FAS offices on financial and compliance reporting requirements.   

Other 

• May assist with internal/external audits and other compliance reporting.
• Recommend process improvements and assist with the implementation of local procedures. 

• Establish and maintain relationships and effective communication with faculty, lab/group members, relevant staff, and University offices. 

• Provides backup support for members of the EPS research administration team. 

• Other duties as assigned. 

Basic Qualifications

Minimum of three years of experience in research administration, financial operations or equivalent experience or training. A combination of education and experience may be considered.

Additional Qualifications and Skills

Bachelor’s degree and at least 3 years of related experience in an academic or related (hospital or non-profit) setting developing budgets for grant proposals, strongly preferred. Strong written and oral communication, analytical thinking, and resourceful problem-solving skills are required. Ability to work independently with minimal supervision and as a team player with a diverse constituency. Ability to prioritize duties and meet multiple deadlines. Excellent customer service and ability to embrace change. Ability to handle complex and confidential information with discretion preferred. Strong skills in MS Excel, SharePoint, MS Office and ability to learn new software and systems (including web-based tools). Working knowledge of OMB Uniform Guidance and other sponsored research regulations is preferred. Familiarity with Harvard University financial and research administration systems and external proposal submission systems preferred (Research.gov, NASA NSPIRES) helpful.

Working Conditions

This position will be based in Cambridge MA. The department is currently operating with a hybrid workplace model. Individual hybrid work option for this role will be discussed during the interview process.

Additional Information

Harvard University is unable to provide visa sponsorship for this position. 

All formal written offers will be made by FAS Human Resources. 

Work 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. 

About Us

The mission of Harvard's Department of Earth and Planetary Sciences is to be at the forefront of scientific discovery about the Earth system and to help address pressing societal issues through innovative and interdisciplinary research and education. We embrace our central role at the university as an integrator of the physical and life sciences, pure and applied, and seek to further strengthen our interactions with colleagues that share a sense of stewardship for the Earth and the environment. 

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) 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.

Job Function

Finance

Department Office Location

USA - MA - Cambridge

Job Code

405007 Financial Professional (N)

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

Sciences

Salary Grade

056

Department

Earth and Planetary Sciences

Union

55 - Hvd Union Cler & Tech Workers

Time Status

Full-time

Pre-Employment Screening

Identity

Schedule

35 hours per week

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.

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.