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Harvard University Grants and Contracts Specialist in Cambridge, Massachusetts

61859BRAuto req ID:61859BRJob Code:F1557P Research Admin III Pr Department Office Location:USA - MA - Cambridge Business Title:Grants and Contracts SpecialistSub-Unit:------------ Salary Grade ( :057Time Status:Full-time Union:00 - Non Union, Exempt or Temporary Additional Qualifications and Skills:

The following Additional Qualifications are strongly preferred (or required if noted). If you meet some, but not all, you are still encouraged to apply; we value employees with a willingness to learn.

  • Detail-oriented and analytical problem-solver

  • Strong;

  • organizational and time management skills

  • people and relationship management skills

  • verbal and written communication skills

  • Required Knowledge of;

  • federal and non-federal sponsor requirements and procedures (Uniform Guidance, NIH, NSF, DOD, etc.)

  • sponsors’ grants systems (,, eRA Commons, ASSIST, Foundations, etc.)

  • Positive, collaborative, and team-focused attitude

Additional Information:

Please provide a cover letter with your application.

Please note:

  • Harvard University requires pre-employment reference and background screening.

  • We are unable to provide work authorization and/or visa sponsorship.

  • This position has a 90-day orientation and review period.

More about FAD:

Within and across the University, we aim to be exemplary colleagues, trusted partners, valued advisors, and agents of positive change.

  • Within our own community, we aspire to:

  • Engage with respect, honesty, and integrity

  • Cultivate equity, diversity, inclusion, and belonging

  • Welcome innovation, collaboration, and flexibility

  • Enjoy our work, grow professionally, and aim for the extraordinary

Learn more about Financial Administration ( and our eight reporting units. (


Harvard University IT plays an important role in supporting Harvard's commitment by seeking to create, procure and deploy technologies that are accessible to all, including and especially those who live with disability. Harvard welcomes individuals with disabilities to apply for positions and participate in its programs and activities. If you would like to request accommodations or have questions about the physical access provided, please contact our University Disability Resources Department.

Department:Office for Sponsored ProgramsPre-Employment Screening:Education, IdentityJob Function:Finance School/Unit:Financial Administration 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.Basic Qualifications:

  • Bachelor’s degree or equivalent work experience required

  • Minimum of 5 years’ relevant work experience

  • Advanced knowledge of sponsored research regulations

Working Conditions:

FAD actively supports hybrid work where business needs allow. This position can be fully remote. All 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). Additional details will be discussed during the interview process.

Harvard University continues to place the highest priority on the health, safety and wellbeing of its faculty, staff, and students, as well as the wider community. Please note that all new employees will be required to provide confirmation of primary series COVID-19 vaccination upon hire, as detailed on our COVID-19 Vaccine Requirement Webpage ( . Harvard University Health Services employees and other health care individuals are also required to be up to date on vaccination as described by the CDC. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. Additional information regarding this requirement, exemptions, verification of vaccination status, and other related policies and resources may be found on the University’s COVID-19 Information Website ( .

Position Description:Financial Administration (FAD) is dedicated to advancing Harvard University’s teaching and research mission by stewarding its resources; providing support, guidance, and consultation; ensuring compliance with University and federal guidelines; mitigating risk; pursuing operational excellence; and promoting the financial health of the University.

The Office for Sponsored Programs (OSP) is a department within Harvard University’s Financial Administration that is focused on providing high-quality administrative and financial assistance to faculty and other University affiliates performing sponsored research. OSP works with researchers across Harvard to help obtain and negotiate awards from sponsoring agencies, assist with grant proposal preparation, ensure compliance with federal regulations and University policies, provide financial support including financial reporting and billing and collection services, and promote knowledge of sponsored research administration throughout the University research community.

The Office for Sponsored Programs (OSP), through its Awards Management and Operations Team, is responsible for managing administrative and compliance matters relating to sponsored grants, contracts, cooperative agreements, and subawards and for all aspects of data integrity, including the establishment of new sponsors, new accounts, renewals, and continuations of awards.

The Grants and Contracts Specialist (GCS) is responsible for managing administrative and compliance matters relating to sponsored grants, contracts, cooperative agreements, and subawards within their assigned portfolio.

This full-time position has responsibilities that span all aspects of the award lifecycle and team members regularly interface with sponsors, regulatory agencies, principal investigators, school and department-based research administrators, project coordinators, other key administrative stakeholders across Harvard University, and collaborating institutions.

  • Reviewing, approving, and submitting sponsor requests including continuations (RPPR), supplements, no cost extensions, and other sponsor prior approvals (rebudgeting requests, changes of scope, PI changes, sub agreements at no additional cost, reductions of effort for key personnel, carryforward, pre-award expenditures, award transfers, early termination, etc.)

  • Reviewing award notices for compliance requirements and ensuring that all internal and external approvals are in place before processing receipt and activation of an award

  • Coordinating with department administrators to provide budget allocations and account requests in the electronic research administration system (GMAS)

  • Ensuring proper set up and maintenance of award data

  • Supporting the Grants and Contracts Officer Team in negotiating and accepting sponsored awards and related agreements

  • Coordinating with Department Administrators and PIs to process closeout procedures such as final patent and progress reports

  • Communicating and acting as liaisons with sponsors, departments, and other Harvard offices (Office of the Vice Provost for Research, Office of the General Counsel, OTD, etc.) with respect to award administration

  • Participate in presentations, outreach, and trainings in schools and departments as necessary

  • Serves as primary customer service contact to clients (Principal Investigators, department administrators, sponsors, etc.) on a wide range of pre-award and other issues

  • Provide exemplary customer service

  • Other duties as assigned

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.Benefits:We invite you to visit Harvard’s Total Rewards website ( 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.

Work Format:Remote