Senior Finance and Grants Manager

Senior Finance and Grants Manager

locationUnited States
PublishedPublished: 4/1/2024
Administrative Staff
Full Time


Senior Finance and Grants Manager

Harvard Graduate School of Education


Job Summary

HGSE is a diverse community of learners, teachers, and employees who are passionate about changing the world through education and striving for maximum impact in the field of education. Project Zero (PZ) is a research center at the Harvard Graduate School of Education, founded in 1967 to study and improve education in the arts. Project Zero has maintained a strong research agenda in the arts while gradually expanding to include investigations into the nature of intelligence, understanding, thinking, creativity, cross-disciplinary and cross-cultural thinking, and ethics. Today, PZ consists of 15 Principal Investigators (PIs) working nationally and internationally in a variety of settings, including schools, businesses, cultural organizations, and online. In addition, PZ offers symposia and workshops, most notably the annual summer institutes, professional education programs, and online courses. The center has 50 staff members working on 25 active research projects running at any given time.

Position Description

The Senior Finance and Grants Manager will manage grants and financial portfolios of PZ PIs, providing pre- and post- award support across a variety of funding sources including sponsored, gifts, core, and research accounts. 

Research Administration

• Develop budgets for grant applications. Manage the application process with PIs, subrecipient institutions, and other administrators to meet internal and external deadlines 

• Monitor expenses to ensure they are paid according to sponsor and University regulations within budget and time limits. Maintain all financial and accounting records. 

• Perform spending projections, prepare complex financial reports, and maintain a working knowledge of fund information for accounts within the portfolio.

• Ensure compliance with federal regulations and University, HGSE, and sponsor policies.

• Interpret and administer university guidelines and sponsored research regulations; provide guidance to PIs about department, university, and sponsored policies.

• Foster collaborative relationships with PIs and advise PIs and research teams on matters related to financial projections and policies.

• Effectively communicate financial status of awards to PIs, sponsors, and related HGSE and University offices.

• Submit timely payroll changes for faculty and staff.

• Maintain accurate records of personnel effort and corresponding salary charges to sponsored awards and assist with quarterly and annual effort certifications.

• Assist with award closeout reporting.

Financial Management

• Support year-end closing activities as well as budget projections and analysis throughout annual budget cycle.

• Monitor and reconcile accounts receivables including online course, workshop and conference income; program income; gifts; research accounts. 

• Monitor budget to actuals and prepare spending projections for non-sponsored accounts.

• Approve timesheets for staff, temps, and contingent workers.

• Contribute to other department goals as required; perform special projects and other duties as assigned by the Director of Finance & Administration.

• May process, review, or approve corporate card payments, reimbursements, and invoices using B2P, Concur, or other systems.

• Maintains internal databases and appropriate records and documentation in compliance with the University’s retention policies.

• Reviews HART reports for compliance and spending guidelines.

PZ Professional Development and Education

• Work with PZ Reach on financial matters related to program registration system, ensuring that participant data in regards to payments, withdrawals, and refunds are managed accurately and timely. Use TouchNet and Cvent to monitor credit card transactions and process refunds when necessary.

• Process and record tuition payments, payment adjustments, and other financial transactions per guidelines.

• Perform quarterly reviews of balance sheet for online courses and conferences. Prepare revenue reconciliation journals after the completion of programs and courses. Perform quarterly and year-end general ledger close activities including accruals and review of merchant accounts.

• Hire instructors/facilitators for programs through different hiring processes (contingent workforce) and work with PZ Reach to ensure compensation is paid on time.

This position is grant-funded through 6/30/26 with possibility of continuation.

Basic Qualifications

3+ years of finance experience in non-profit, Associate degree required.  Combination of education and experience may be considered.

Any candidate wishing to be considered must supply a cover letter in addition to their resume showing that they meet the required basic qualifications.

Additional Qualifications and Skills

BA Degree; 1-2 years of pre- and post-award management experience (both federal and non-federal)

Working Conditions

HGSE is currently developing dynamic workplace models which will actively support a combination of on-campus and remote work (within a state in which Harvard is registered to do business) where business and operational needs allow. You and your manager will discuss the best schedule based on your role and operational need. If your role allows for remote work, please note that all remote work must be performed within a state in which Harvard is registered to do business (CA (Only Exempt), CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA). Please also note that Harvard will withhold each applicable state’s required tax and other withholdings from your paycheck for the time you work there.

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.

We regret that the Harvard Graduate School of Education does not provide Visa sponsorship

Additional Information

HGSE Human Resources values diversity in all forms and believes that each employee brings a set of diverse experiences and identities to the workplace that makes us stronger, encourages innovation, and enhances our collective contributions.  We continue to develop and support a workforce that reflects the diversity of those we serve; fosters an environment that allows everyone to belong and to bring their best self to work; and creates the conditions that empower employees to contribute their full potential to advancing the work of the school.
We do this by:
•    Hiring and retaining staff reflecting the diversity of those we serve
•    Providing employees opportunities to learn, grow, and be challenged
•    Reviewing and ensuring fairness and equity in HR practices and policies including but not limited to hiring, promotion, and compensation
•    Developing strong relationships and partnerships internal and external to our community to advance diversity and inclusion
•    Communicating transparently and respectfully; and
•    Fostering an inclusive, respectful, and professional work environment

About the Harvard Graduate School of Education

Many choose to work at the Harvard Graduate School of Education because they believe in our mission and are excited by our vision for the future. We have a reputation as a great place to work, for our excellent leadership, and we are a strong community that values diversity. For more information about HGSE, its programs, research, and faculty, please visit: www.gse.harvard.edu

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, 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.


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


Department Office Location

USA - MA - Cambridge

Job Code

405007 Financial Professional (N)

Work Format

Hybrid (partially on-site, partially remote)



Salary Grade





55 - Hvd Union Cler & Tech Workers

Time Status


Pre-Employment Screening


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.