Research Portfolio Administrator

Posting date: January 26, 2026

002123SR

1. Job Type Full-time
2. Location Allston
3. School/Unit Harvard John A. Paulson School of Engineering and Applied Sciences
4. Department Research Administration
5. Salary Grade 055
6. Job Function Finance
7. FLSA Status Non-exempt
8. Term Appointment No
9. Union 55 - Hvd Union Cler & Tech Workers

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard John A. Paulson School of Engineering and Applied Sciences?

At the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS), we work within and beyond the disciplines of engineering and foundational science to address the most pressing issues of our time. Through teaching and collaborative research, SEAS discovers, designs, and creates novel technologies and approaches to societal challenges – in service to the world, the nation, and our community. We collaborate across academic areas at SEAS and the larger university, and with colleagues in academia, industry, government and public service organizations beyond Harvard. By joining SEAS, you will be part of an inclusive community of dedicated problem-solvers who hold themselves – and one another – to the highest academic and professional standards. To learn more about us, please visit https://seas.harvard.edu/.

Job Description

Job Summary:

The Research Portfolio Administrator (RPA) is responsible for managing a less complex portfolio of sponsored and non-sponsored funds for a group of Principal Investigators (PIs) at the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS). The position reports to the Assistant Director of Research Administration and Finance or Senior Research Portfolio Manager. The RPA is a member of a faculty support team that provides the best possible customer service to the PI and lab members in support of their research activities. The RPA uses independent judgment and problem-solving skills to ensure compliance with sponsor and donor regulations, School and University policies, and Area procedures. This is a high-volume, fast-paced, and dynamic environment.

Job-Specific Responsibilities:

• Provides life-cycle grant support for a group of PIs who typically have awards with standard terms and conditions and standard reporting requirements.
• 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 the SEAS and University proposal review and submission process. Ensures compliance with federal regulations and University, SEAS and sponsor policies.
• Post-award duties include monthly budget and expenditure reconciliation, financial projections, interpreting financial policies and applying best practices in order to effectively communicate financial reporting to PI, sponsors, and related University offices.
• Utilizing the PI Dashboard, manages faculty-designated funding (sponsored and non-sponsored funds), including monitoring balances and deficits, performing spending projections, developing financial reports, and maintaining working knowledge of basic fund information (i.e. terms and end dates).
• Conducts financial analysis; presents financial reports that include committed and available balances across all funds, both sponsored and non-sponsored. Utilizes the PI Dashboard, HART, and OBI for these and other ad hoc financial queries.
• Strategizes with PI on resource/personnel allocations, including initiating and processing required forms and documentation (i.e. Employee Action Forms).
• Reviews and approves financial transactions, such as reimbursements for travel and corporate card payments, PCards, and Buy2Pay.
• Processes subaward invoices for the research administration team using the Buy2Paysystem.
• Assists PI with programmatic reporting requirements of the various funding organizations, including progress reports.
• Facilitates the effort certification process and advises the PI on related policies.
• Serves as liaison with internal departments. Collaborates with external research groups and their institutional representatives, and communicates with sponsor agencies, as needed.
• Works in collaboration with SEAS Finance to administer capital equipment, including purchasing, tagging and equipment inventory.
• Provides guidance to lab administrators on finance and sponsored research matters including systems, policies, and procedures.
• Other duties as required.

Working Conditions:

Work is performed in an office environment.

Physical Requirements:

There are no significant physical requirements for this role.

Qualifications

Basic Qualifications:

Minimum of two years of professional administrative experience required.

Additional Qualifications and Skills:

• Bachelor’s degree preferred.
• At least two years of experience working in research administration, finance, or accounting strongly preferred.
• Experience in an academic or related setting (such as hospital or non-profit) preferred.
• Financial management experience with both sponsored and non-sponsored funds preferred.
• Working knowledge of OMB circulars, 2 CFR 200, FAR, and other federal sponsored research regulations preferred.
• Working knowledge of federal and non-federal sponsors’ policies and procedures (such as NSF, NASA, DARPA, or NIH), and current issues in sponsored research administration preferred.
• 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 embrace change.

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity and Education
• Other Information: Applicants should submit a cover letter and resume to be considered for this position

Work Format Details

This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts. Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Salary Grade and Ranges

This position is salary grade level 055. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to:

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage starting on day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuition assistance and reimbursement
• Commuter benefits, discounts and campus perks

Learn more about these and additional benefits on our Benefits & Wellbeing Page.

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination.