Assistant Director of Sponsored Programs

The Assistant Director (AD) of Sponsored Programs provides operational leadership for the HMS OGE’s sponsored programs portfolio, supporting externally funded graduate education and training programs across OGE-administered PhD and master’s programs. Reporting to the Director of Financial Operations, this position oversees the day-to-day administration of sponsored awards. The position serves as a trusted advisor to faculty, principal investigators, program leadership, and administrative staff. Working with the Associate Director of Student Funding, ensures that sponsored awards supporting graduate student funding are administered in a coordinated, compliant, and efficient manner while maintaining clear ownership of sponsored programs and student funding responsibilities.
Job-Specific Responsibilities:
Sponsored Programs Leadership:
Supervise and mentor two Senior Grants Managers, providing coaching, workload management, performance evaluations, and professional development.
Establish priorities, monitor workflow, and ensure timely completion of proposal submissions, award management, financial reporting, and closeout activities.
Primary escalation point for complex issues.
Develop and implement standard operating procedures, internal controls, and best practices.
Advise the Director on sponsored programs operations, emerging risks, resource needs, and strategic opportunities.
Portfolio Management:
Independently manage a portfolio of complex sponsored awards, including NIH training grants, fellowships, foundation awards, and other federal and non-federal funding.
Oversee the full lifecycle of sponsored awards, including proposal development, budget preparation, award acceptance, post-award financial management, reporting, and closeout.
Develop complex proposal budgets and financial projections in collaboration with principal investigators and program leadership.
Monitor expenditures, commitments, cost sharing, effort reporting, and compliance with sponsor requirements.
Manage restricted funds, including gifts and endowments that support graduate education, ensuring adherence to donor intent and institutional policies.
Prepare financial analyses, forecasts, and executive reports to support leadership decision-making.
Compliance and Financial Stewardship:
Strategic partner to faculty, principal investigators, program directors, department administrators, and University central offices.
Collaborate closely with the Associate Director of Student Funding to coordinate sponsored support for graduate students.
Work with the student funding team to ensure sponsored awards supporting tuition, stipends, fellowships, and trainee costs are administered accurately and in accordance with sponsor requirements.
Partner with HMS Research Administration, University Sponsored Programs, Finance, GSAS, and other administrative offices to resolve complex issues.
Represent OGE on University committees and working groups related.
Process Improvement and Strategic Initiatives:
Lead initiatives to improve sponsored programs operations through process redesign, automation, and technology enhancements.
Develop standardized templates and training materials.
Participate in implementation of new financial and sponsored programs systems.
Analyze operational metrics.
Support strategic initiatives and special projects.
Basic Qualifications:
Bachelor’s degree or equivalent work experience required.
Minimum of 5 years’ relevant work experience.
Advanced knowledge of sponsored research regulations.
Additional Qualifications and Skills:
Bachelor’s degree in Business Administration, Finance, Accounting, Public Administration, or a related field preferred.
Seven years of progressively responsible sponsored research administration experience, including significant pre-award and post-award responsibilities preferred.
Minimum of two years of supervisory or team leadership experience preferred.
Demonstrated experience managing complex federal sponsored awards, preferably including NIH training grants preferred.
Experience in higher education, academic medicine, or a research-intensive university environment strongly preferred.
Thorough knowledge of federal regulations governing sponsored research administration, including Uniform Guidance and NIH policies.
Experience managing foundation awards, gifts, endowments, and other restricted funding sources.
Strong financial management, budgeting, forecasting, and analytical skills.
Demonstrated ability to interpret complex sponsor regulations and institutional policies.
Experience with Harvard financial and sponsored research systems (GMAS, Oracle, PeopleSoft, or similar enterprise systems) preferred.
Advanced proficiency in Microsoft Excel and financial reporting tools.
Excellent written, verbal, and interpersonal communication skills.
Strong organizational and project management skills with the ability to manage multiple competing priorities.
Demonstrated commitment to collaboration, continuous improvement, and customer service.

Employment type
Full-time

Work arrangement
Hybrid