Senior Grants Manager

companyHarvard FAS
locationUnited States
PublishedPublished: 12/18/2023


Senior Grants Manager

Harvard Medical School


Position Description

The Department of Health Care Policy (HCP) is a unique research environment within Harvard Medical School that brings together physicians and social scientists (economists, statisticians) to help improve and inform health policy research for public health.

HCP seeks an experienced Senior Grants Manager (SGM) to oversee a complex portfolio of sponsored and non-sponsored research funding. Reporting to the Director of Finance, the SGM will play an important role within Health Care Policy’s administrative team – performing expert financial analysis and serving as a primary source on sponsor and University policies and compliance areas.

The SGM must be comfortable working independently in a fast-paced environment to partner with our faculty, researchers, members of the finance team, leadership and other department staff. The SGM will serve as a liaison with HMS and University offices as well as with external collaborating universities and organizations. The ideal candidate has experience with the full life cycle of research administration, can handle complex grant applications, is self-directed, can prioritize multiple deadlines (applications, and post-award financial analysis), and will handle confidential information with discretion.

Duties and Responsibilities:
  • Pre-award responsibilities include providing direct support to faculty and administrators with proposal preparation, developing budgets, budget justifications, supporting documentation, and required institutional information. Shepherds supported proposals through Department and HMS proposal review and submission process.
  • Post-award duties include monthly budget and expenditure reconciliation, financial and personnel/effort projections, interpreting financial policies and applying best practices in order to effectively communicate financial status to PIs, sponsors, and related University offices.
  • Ensures compliance with federal regulations and University, HMS and sponsor policies.
  • Responsible for maintaining working knowledge of fund information (e.g., terms and award dates) for all accounts within the portfolio.
  • Conducts financial analysis; presents financial reports that include committed and available balances across all funds, both sponsored and non-sponsored.
  • Strategizes with PIs on resource/personnel allocations, including initiating and processing required forms and documentation.
  • Reviews and approves financial transactions, including reimbursements for travel, corporate card expenses, purchasing card expenses, and a high volume of supply orders.
  • Assists PIs with programmatic reporting requirements of the various funding organizations, including progress reports.
  • Facilitates the effort certification process and advises PIs and researchers on related policies.
  • Works with Director of Finance to implement local procedures, recommend process improvements, and resolve issues related to research funding.
  • Serves as liaison with internal departments. Collaborates with external research groups and their institutional representatives, and communicates with sponsor agencies, as needed.
  • Responsible for sub-recipient monitoring and invoice processing for sub-awards/contracts.
  • Provides guidance to department researchers and staff on finance and sponsored research matters including systems, policies, and procedures.
  • Other duties as required.

Basic Qualifications

5+ years related experience, preferably in managing grants and contracts. Higher education may count toward years of experience.

Additional Qualifications and Skills

  • Bachelor’s degree preferably in finance or accounting.
  • Experience developing budgets for grant proposals.
  • Working knowledge of OMB circulars, 2 CFR 200, FAR, and other federal-sponsored research regulations.
  • Working knowledge of federal (e.g. NIH, AHRQ) and non-federal sponsors’ policies and procedures, and current issues in sponsored research administration.
  • Strong skills in MS Excel, Adobe, MS Word, and ability to learn new software and systems (including web-based tools).
  • Excellent written and verbal communication skills.
  • Ability to prioritize duties and meet multiple deadlines.
  • Ability to work independently and as a team player with a diverse constituency.
  • Ability to handle confidential information with discretion.
  • Excellent customer service and problem-solving skills.
  • Ability to adapt to changing policies, and processes, and to contribute to larger departmental goals.

Additional Information

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.

Not ready to apply? Join our talent community to keep in touch and learn about future opportunities! (https://www.gem.com ?formID=16341e35-cbc6-4904-88a3-09b35763307e)

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 - Boston

Job Code

405007 Financial Professional (N)

Work Format

Hybrid (partially on-site, partially remote)



Salary Grade



Health Care Policy


55 - Hvd Union Cler & Tech Workers

Time Status


Pre-Employment Screening

Criminal, Identity


35 hrs. per week | Monday - Friday | 9:00 am - 5:00 pm

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.

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