Senior Director of Research Administration

17-Sep-2024

Senior Director of Research Administration

Harvard John A. Paulson School of Engineering and Applied Sciences

66904BR

Position Description

The Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) seeks a Senior Director of Research Administration to lead the strategic operations of the research administration function within the School. Reporting to the Dean for Research, the Senior Director is responsible for sponsored and non-sponsored research activities, including grant proposal submissions, grant management, and gift and discretionary fund management. The Senior Director leads a team of 30+ staff, which supports 100+ ladder faculty, their lab groups, and principal investigators (PIs). This position works closely with the SEAS administrative lead for research policy, who is responsible for research policy and compliance functions. The Senior Director of Research Administration builds strong and effective relationships with faculty, staff and stakeholders, representing SEAS within Harvard and externally.

Research Administration Leadership and Team Management: 

• Oversee a complex portfolio of pre- and post-award activities across multiple sponsors including NSF, NIH, Department of Defense, Department of Energy, NASA, etc., and non-sponsored funding for PI’s.
• Provide leadership and staff management, including hiring, onboarding, training and development, portfolio assignment, workload balancing, workflow, performance management, and problem solving. 
• Foster an inclusive and innovative work environment. Build a positive and supportive culture of community. Promote an environment that is agile and responsive to change.
• Handle employee relations. Resolve interpersonal situations within the team and between the team and other stakeholders. Work with human resources and other resources as needed. 
• Ensure team structure is effective and efficient; manage team growth and develop a strong talent pipeline. Serve as a mentor.
• Troubleshoot and resolve pre-award, post-award, and non-sponsored funding issues, working within SEAS and Harvard.

Research Administration Business Process Oversight and Continuous Improvement:

• Responsible for the smooth and efficient functioning of SEAS research administration business processes. 
• Evaluate systems and processes; identify risks, solutions and strategies to continuously improve operations. Work with other offices to improve processes related to procurement, vendor setup, travel/reimbursements, etc.
• Collaborate with colleagues to clarify roles/responsibilities between offices.
• Direct and oversee pre- and post-award processes, and non-sponsored funding.
• Develop and refine processes (e.g., timelines/deliverables for proposal submissions and grant reporting; onboarding/offboarding faculty related to sponsored/non-sponsored funding; repositories, etc.). 
• Develop systems to track metrics. Compile and deliver reports and updates for SEAS leadership.
• Collaborate with colleagues and University partners on research administration business procedures. Develop communication plans for SEAS research community. 
• Partner with the SEAS lead for research policy to ensure processes are compliant with University policies/procedures and applicable federal and sponsor rules and regulations.

Other Activities:

• Serve as a strategic advisor to the Dean for Research and SEAS leadership on research administration and sponsored research funding, including support of proposal development for large research center grants.
• Develop and steward partnerships among faculty, funding agencies, collaborating institutions, SEAS offices (e.g. finance, faculty administration, area administration, faculty affairs, human resources), and University offices (e.g. Office of Sponsored Programs).
• Represent the school at the university level and to external constituencies to foster external support.
• Additional duties as assigned.

Basic Qualifications

• Master’s degree or equivalent work experience required
• Minimum of 10 years’ relevant work experience
• Advanced knowledge of sponsored research regulations
• Supervisory experience

Additional Qualifications and Skills

• Strong people management skills, including performance management and staff development.
• Demonstrated leadership ability with sound judgment, autonomy and discretion.
• Strong process management skills, including process development, documentation, and communication.
• Experience with developing or working within large research centers/grants is a plus.
• Able to thrive in a dynamic environment and resolve complex issues.
• Active listener, with excellent verbal and written communication skills and the ability to work collaboratively with diverse teams.
• Responsive in a fast-paced environment.
• Strong analytical skills.
• Experience with financial systems and report creation.
• Able to discreetly handle confidential information.

Working Conditions

Work is performed in an office setting 

Additional Information

• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• Applicants should submit a resume and cover letter. 
• 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.

Work Format Details

• This is a hybrid role; the Senior Director will be expected to be on campus as needed for meetings with faculty and staff, differing week by week, but likely several days per month.
• Due to the nature of the job, some evening and weekend work would be anticipated.
• 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.

About Us

The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are: educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

Benefits

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

Finance

Department Office Location

USA - MA - Allston

Job Code

F1360M Research Admin Mgt VI PrPs

Work Format

Hybrid (partially on-site, partially remote)

Sub-Unit

------------

Salary Grade

060

Department

SEAS Research Administration

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Education, Identity

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.

SEAS Commitment to Diversity
SEAS is dedicated to building a diverse community of individuals who are committed to contributing to an inclusive environment. Some of our core values include respect for all, serving the greater good, and welcoming individuals from diverse backgrounds, experiences, and perspectives.

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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