Senior Grants Manager

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Why join the Harvard School of Dental Medicine?

Located in Boston's Longwood Medical Area, Harvard School of Dental Medicine (HSDM) is at the forefront of dental education, research, and patient care. Founded in 1867, HSDM holds the distinction of being the first dental school in the U.S. to be part of a university and its medical school, and the first to confer the DMD degree. Our mission is to foster a community of global leaders in education, research, and clinical innovation dedicated to improving human health by integrating dentistry and medicine. We invite dedicated professionals to join our team and contribute to our rich tradition of excellence and innovation in the dental field.

General Statement of Duties:  Reporting to the Director of Grant Administration, the Senior Grants Manager is responsible for lifecycle sponsored award management, and for enforcing and complying with all sponsor and University research-related policies and procedures. The Senior Grants Manager’s portfolio will include contracts, grants, and cooperative agreements from federal agencies (primarily NIH, HRSA and DOD), industry sponsors, foundations, and foreign and international entities. The Senior Grants Manager is expected to work closely with HSDM faculty and other PIs and researchers. Although the role is expected to function with a great deal of autonomy, the individual will collaborate with colleagues in the HSDM Office of Administration and Finance, the HMS Office of Research Administration (ORA), the Office for Sponsored Programs (OSP), and other Harvard and external colleagues as needed. This position requires a high level of collaboration, attention to detail, accuracy, and independent judgement.

Essential Responsibilities

1. Pre-Award
   1. Managing the application process with researchers, subrecipient institutions, and other administrators to meet internal and external deadlines.
   2. Working with PIs to prepare and submit grant applications for basic and clinical research, ensuring that all sponsor guidelines are met.
   3. Advising researchers on funding opportunity requirements, as well as fiscal, administrative, and compliance policies and procedures.
   4. Preparation of project-specific budgets, including proper application of F&A costs.
   5. Entering proposals into Harvard’s system of record (GMAS) and sponsor portals (e.g., ASSIST, Grants.gov Workspace, Research.gov, ProposalCentral) and routing to ORA for institutional review, authorization, and submission.
   6. Drafting timely responses to Just-In-Time requests, including revised budgets, current and pending support, and compliance approvals (e.g., IRB, IACUC) information.
2. Post-Award
   1. Understanding and applying award terms and conditions, regularly reviewing study progress, and generating accurate and timely invoices to sponsors.
   2. Monitoring both sponsored and non-sponsored award expenditures to ensure that expenses are properly charged and reimbursed, according to award terms and conditions and within budget limits and timelines.
   3. Managing oversight of subrecipients, including ongoing monitoring of spending and of special terms and conditions.
   4. Preparing financial projection reports to analyze spending patterns and rates. Notifying PIs about funding shortfalls and planning for contingencies.
   5. Reviewing and approving payments, including vendor invoices, individual reimbursements, and other accounts payable and receivables up to $25k.
   6. Submitting timely payroll changes for faculty and staff.
   7. Maintaining accurate records of personnel effort and corresponding salary charges to sponsored awards and assisting faculty and staff with quarterly and annual effort certifications.
   8. Preparing progress reports and prior approval requests and routing them for institutional review, authorization, and submission to sponsors.
   9. Working with OSP to close out sponsored projects by award requirements.
3. Contributes to the mission and vision of HSDM and models the School’s core values in all facets of the work. 
4. Performs other related duties as assigned or requested.

Working Conditions:
Physical Requirements:

Required Qualifications 

1. Bachelor’s degree or equivalent work experience required.

2. Minimum 5 years’ relevant work experience in pre-and post-award grants management.

3. Advanced knowledge of sponsored research regulations.

4. Ability to successfully pass a comprehensive background check at hire.

Additional Preferred Qualifications 

1. Demonstrated knowledge of federal Uniform Guidance, NIHGPS, NSF PAPPG, and current issues in research administration.
2. Experience using ASSIST, eRA Commons, Research.gov, Grants.gov Workspace and other sponsor systems.
3. Proven ability to work both collaboratively and independently in the management of multiple projects in a fast-paced, deadline-driven environment.
4. Must possess excellent written and verbal communication skills. Solid computer skills such as proficiency with Microsoft Office; intermediate to advanced Excel skills required.
5. Demonstrated knowledge of financial principles, budget management, and financial analysis.

6. Experience and working knowledge with clinical trial budgeting and grant administration for the full span of an award preferred.

7. Proven adaptability in communication styles to meet varying, challenging personality needs.

• Appointment End Date:
• Standard Hours/Schedule: 35 hours per week
• Compensation Range/Rate (including Shift Differential if applicable):
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal, Credit, Certification/License, Motor Vehicle Record, Drug Test, DOT Physical, CORI, Employment, Prohibited Parties, Not Applicable
• Other Information:
  
  
  
   
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Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 056. Please visit  Harvard's Salary Ranges  to view the corresponding salary range and related information. 

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: 

• 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 

Learn more about these and additional benefits on our Benefits & Wellbeing Page. 

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.