Finance and Grant Manager

Harvard Medical School

Boston, MA

ID: 7150650 (Ref.No. hh-62556BR)
Posted: May 26, 2023
Application Deadline: Open Until Filled

Job Description

Position Description
This position is responsible for all pre-and post-award functions for sponsored funds as well as PIs discretionary funds, and will manage a number of BCMP core facilities. The Finance and Grant Manager FGM is expected to work closely with faculty and other investigators and researchers in the assigned labs. The FGM will collaborate with colleagues in the department, HMS Office of Research Administration ORA, HU Office for Sponsored Programs OSP, and other Harvard and external colleagues as needed while exercising a high degree of autonomy. This position requires a high level of collaboration, integrity, attention to detail, accuracy, and independent judgment.

Primary Pre-award responsibilities:
  • Manage the application process with PIs, subrecipient institutions, and other administrators to meet internal and external deadlines. Enter proposals into internal and external proposal portals e.g, GMAS, ASSIST, eRA Commons, ProposalCentral,, and route to ORA for institutional review, approval, and submission
  • Work with PIs to prepare and submit grant proposals, ensuring that all sponsor guidelines are met and compliance requirements are followed
  • Advise PIs on funding opportunities and sponsor requirements, and communicate fiscal, administrative, and compliance policies and procedures to faculty PIs and their lab personnel as needed
  • Draft timely responses to Just-In-Time requests, including revised budgets, Other Support, and compliance approvals e.g, IRB, IACUC information

Primary Post-award responsibilities include:
  • Monitor grants and contracts daily for PIs assigned to their portfolio.
  • Serves as principal source of information on complex fiscal policies and procedures including federal funding regulations and advises faculty and staff on existing options or alternatives
  • Perform post-award management with a high degree of complexity and independence, manages portfolio which may include program projects, philanthropic gifts, various domestic and international sub-agreements from various funding sources, ensures compliance with federal and university cost principles
  • Review, monitor, and approve sponsored award expenditures via B2P and Concur system to ensure that expenses are properly charged and reimbursed, according to award terms and conditions and within budget limits and timelines
  • Manage oversight of sub-recipients, including ongoing monitoring of spending and special terms and conditions
  • Prepare financial forecast reports to analyze spending patterns and rates. Notify PIs about funding shortfalls and discuss contingency plans as necessary
  • Review and approve payments, including vendor invoices, individual reimbursements, and other accounts payables and receivables up to $25k
  • Submit timely payroll/costing changes for faculty and staff
  • Maintain accurate records of personnel effort and corresponding salary charges to sponsored awards. Assist faculty and staff with quarterly and annual effort certifications
  • Prepare progress reports and prior approval requests and route them for institutional review, authorization, and submission to sponsors
  • Interpret and administer university guidelines and sponsored research regulations, provide guidance to faculty about department, university, and sponsor policies
  • Work with OSP to close out sponsored projects per award requirements/financial reporting of funds

Primary core facility-related responsibilities include:
  • Work with each core to prepare and issue monthly invoices within PPMS for internal and external users
  • Review and approve purchase orders for the core
  • Reconcile core's revenue and expense reports monthly
  • Work with the Core Director to create annual user rates for the school's review and approval
  • Participate in PPMS user meetings to provide feedback on system usability and needed enhancements

Other duties are assigned as needed.
Basic Qualifications
  • 2-3+ years of relevant experience in grant management
  • Associate degree in finance, accounting or equivalent experience
Additional Qualifications and Skills
  • Bachelor's degree strongly preferred
  • Experience working with Excel templates to develop budgets, financial reports or accounting records
  • Experience managing a diverse research portfolio is strongly preferred
  • Proficiency with Microsoft Office (especially Excel) and Adobe applications
  • Experience with ASSIST, eRA Commons, and other sponsor systems
  • Ability to multi-task with minimal supervision
  • Proven ability to work both collaboratively, effectively, and independently in the management of multiple projects in a fast-paced, deadline-driven environment
  • Excellent organization and time management skills
  • Excellent written and verbal communication skills
  • Knowledge of cost accounting principles and practices
Additional Information
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. 

This position is based in Boston and some in-person on-campus work will be required, and flexible/remote work is an option. Any remote work must be performed in a state in which Harvard is registered to do business (CA*, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Individual flexible and remote work options for this role will be discussed during the interview process. *Note: Harvard employees working in California must be exempt.

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.

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging
We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community 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.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.