Administration Associate Jobs in Malden, MA (NOW HIRING)

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 Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.

About the Department of Systems Biology:

The Department of Systems Biology (SysBio) is a nationally recognized leader in interdisciplinary biomedical research, supporting an expanding and increasingly complex portfolio of federal, foundation, industry, and philanthropic funding. Faculty maintain active research programs sponsored by organizations including the NIH, DARPA, ARPA-H and multiple non-federal sponsors.   As the regulatory and compliance landscape surrounding sponsored research becomes increasingly challenging, SysBio is seeking an experienced, collaborative, and solutions-oriented finance leader to help advance the department's research mission while ensuring the highest standards of financial stewardship, regulatory compliance, and operational excellence.

Reporting to the Director of Finance and Administration, the Associate Director of Research Administration and Finance is a senior leader within the finance team. This role provides strategic oversight of research administration and financial operations, leads a team of grants managers, and partners closely with faculty, departmental leadership, and central offices to support the full life cycle of sponsored and non-sponsored funding. The successful candidate will serve as a trusted advisor on sponsored research administration, financial management, internal controls, and sponsor compliance and is the primary backup for the Director of Finance and Administration, providing operational leadership and decision-making support during periods of absence or increased departmental demand.

Research Administration: Lead, mentor, and develop a team of research administrators and finance professionals while fostering a collaborative, innovative, and service-oriented culture.  Responsibilities include hiring and onboarding, training and professional development, workload and performance management, project oversight, and creating an environment that supports continuous improvement, collaboration, and excellence in service.

Proposal development: Oversee departmental pre-award operations, providing strategic review and guidance on proposal development, sponsor guidelines, institutional policies, budgeting, cost sharing, indirect cost recovery, and proposal compliance across a wide variety of sponsors.

Post-award management: Oversee departmental post-award financial management activities including financial and technical reporting, cost transfers, journal entries, salary and effort allocations, travel and expense reimbursements, billing agreements, and financial reconciliations.

Compliance, Risk Management, and Internal Controls: Set Department standards for compliance with sponsor, institutional, and regulatory requirements throughout the award lifecycle. Establish and oversee departmental internal controls, business processes, and financial oversight practices to promote consistency, accountability, audit readiness, and responsible stewardship. Oversee critical post-award compliance activities including effort certification, subrecipient monitoring, foreign component reporting, prior approvals, award modifications, and closeout activities. Interpret evolving sponsor regulations and proactively communicate policy changes, emerging compliance risks, and recommended business practices to faculty and departmental staff. Financial Management and Operations.

Operational Excellence: Collaborate with the team to strengthen financial operations through process improvement initiatives, documentation of standard operating procedures, and implementation of scalable business practices that support continued portfolio growth. Develop tools, guidance, and best practices that improve consistency, efficiency, transparency, and customer service across departmental finance and research administration operations.

Partnership and School-level Leadership: Build and maintain collaborative relationships with HMS administrative offices and external research partners to facilitate effective management of complex sponsored research programs. Partner closely with HMS's Office for Research Administration (ORA), Office of Sponsored Programs (OSP), Research Finance and other central administrative offices to ensure timely resolution of compliance issues and successful completion of audits and sponsor reviews. Represent the department on HMS committees, working groups, and institutional initiatives related to research administration and sponsored programs.

Characteristics: The successful candidate will demonstrate exceptional judgment, integrity, and leadership while balancing customer service with regulatory compliance. They will thrive in a dynamic research environment, embrace continuous improvement, and enhance a culture that values collaboration. 

As part of your application, we recommend including a cover letter that will help us better understand your qualifications and background. This can provide valuable insight into your experience and interest in the role.

Basic Qualifications:

• Bachelor's degree or equivalent work experience required
• Minimum of 7 years' relevant work experience
• Advanced knowledge of sponsored research regulations
• Supervisory experience

Additional Qualifications and Skills:

• MBA or other relevant professional/master's degree or certification is a plus 
• Experience with Microsoft Office Suite; advanced Excel skills 
• Knowledge of human subjects and animal use along with other research compliance areas 
• Experience with Harvard financial systems 
• Excellent analytic, written and verbal communication skills

• 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, Education
• Staying Informed About Your Application: Due to the high volume of applications, we may not always be able to reach out right away, but you can track your status anytime through the Careers@Harvard portal.

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Work Format Details

This position has been determined by school or unit leaders that the duties and responsibilities can effectively be performed fully remotely at a non-Harvard location. Employees in fully remote positions must work all scheduled hours in a Harvard registered state in compliance with the University's Policy on Employment Outside of Massachusetts. At the discretion of the department, fully remote employees may occasionally be required on site at a Harvard location. 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 058. 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.