HiTS Senior Finance Administrator
The HiTS Senior Finance Administrator (SFA) is a member of the HiTS Administrative team, reporting to the Senior Manager of Administration and Finance. The Admin team’s mission is to provide the HiTS community with exceptional human resource, finance, and administration services while ensuring compliance with all applicable federal, sponsor, and University guidelines.
HiTS brings together researchers from across the Harvard schools, the affiliated hospitals, and other regional institutions. This is done, in part, through complex program awards with many part of accounts across the University, billing agreements with hospital affiliates, and subcontractors. This role supports the submission of grants by HiTS Principle Investigators and the oversight of existing sponsored awards.
The SFA will lead the HiTS pre and post award responsibilities as well as manage their own assigned portfolio of sponsored research funding and other accounts. The SFA will manage two Grant Managers. Will serve as the lead all HiTS sponsored research administration matters. May act as the research unit representative at the School/University level and provide technical advice and problem resolution for HiTS on research administration.
Pre-award responsibilities include identifying and disseminating relevant funding opportunities, proposal and budget development (in support of faculty and other project leads), and liaising with the HMS Office of Research of Administration as well as the Office of Technology Development (OTD) on industry sponsored research agreements. Other pre-award duties include reviewing funding opportunities for potentially problematic terms and conditions. Develops budgets for grant applications and completes pre-award requirements including serving as a source of expertise for translational research awards that require IRB approval.
Post-award duties include authorizing and approving expenditures, preparing/reviewing monthly, quarterly, and annual sponsor/internal financial reports, and forecasting financial scenarios. Additional post-award responsibilities include monthly budget and expenditure project reconciliation, interpreting and applying financial and compliance-related policies, maintaining close subrecipient oversight, ongoing monitoring of special terms and conditions, and preparing financial updates/reports for Principal Investigators, sponsors, and HiTS. Specific duties will include preparing financial projections by reviewing current financial status, forecasting future financial scenarios and suggesting alternative spending plans; authorizing payments for expenditures; maintaining accounting records and reconciliations; and updating financial databases for grants and fellowships.
In order to improve our financial forecasting and budgeting process, HiTS has implemented a software tool, Adaptive Insights, to facilitate the financial management and reporting of our data. Use of this system has streamlined the work of projections and reconciliation for grants managers, and is required in this role. SFA is responsible for maintaining historical data integrity of AI utilizing OBI as source data.
Ensures compliance with granting agency and university guidelines by advising faculty and staff on policies and procedures that pertain to travel, reimbursements, and visa information. Sponsors include, but are not limited to: DARPA, DOD, IARPA, DOE, NIH, Industry, FDA and private funders.
Typical Core Duties:
- Oversee such pre-award areas as: funding, searches, proposal submission, document tracking and reporting
- May act as signatory for the University, to endorse, negotiate, and/or accept grants and awards
- May function as a subject matter expert and/or project lead
- Evaluate pre- and post- award research administration procedures, recommend improvements
- Perform complex post-award activities including award approval and set up, analysis and reporting and long range financial planning
- Provide technical advice for and problem resolution for a school/unit financial community on research administration
- Act as the department representative at the School/University level
- Ensure financial compliance with University policies and procedures and applicable federal and sponsor rules and regulations
- Bachelor’s degree or equivalent work experience required
- Minimum of 5 years’ relevant work experience
- Advanced knowledge of sponsored research regulations
MBA or other relevant professional /graduate degree is a plus. Previous management experience required. He/she will be a good listener and a creative problem-solver with excellent analytical capabilities.
Excellent analytic, written and verbal communication skills are needed. Unquestionable integrity. Must be well organized, flexible and able to manage multiple, challenging projects simultaneously in a fast-paced work setting. Must have an ability to learn quickly, to initiate action, and an eagerness to grow. Strong ability to build effective working relationships within the finance team and with partner departments.
HiTS specifically recruits candidates who are life-long learners with a strong desire to contribute to the program’s goal of realizing precision medicine. The small team thrives on tackling new challenges and providing the best support possible to HiTS PIs, even when the grant mechanism or program is new to the grant manager. Enthusiastic self-starters thrive in this high performance environment.
Successful candidate must demonstrate proficiency with Excel, ability to navigate enterprise Oracle applications, adaptability with new web-based tools, possess excellent organization and communication skills, competencies in all areas of job responsibilities, ability to deliver work results of high quality while managing multiple projects under time pressure, and ability to function well in a fast-paced, high-energy and changing work environment with minimum supervision. Familiarity with Uniform Guidance is required. Writing and spreadsheet exercise will be required component of interview process. Work is performed in an office setting
All applications must be submitted via Assist and include a cover letter detailing your interest in the role and the relevance of your skills.
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.