Career Opportunities

The Faculty of Arts and Sciences (FAS) Research Administration Services (RAS) supports the research and scholarly activities of FAS faculty in collaboration with research and administrative staff.  RAS support areas include: 1) Strategic services for faculty seeking grant funding; 2) Sponsored research proposal development, review, award and financial management; 3) Creation, implementation and upkeep of research policy, systems, and procedures; 4) Professional development of researchers and research administrators; 5) Research integrity guidance; 6) Compliance monitoring and audit support; and 7) Administrative staffing for the Committee on the Use of Human Subjects (CUHS - University IRB), Institutional Animal Care and Use Committee (IACUC), Committee on Research Policy (CRP), Committee on Professional Conduct (CPC). 

You can apply for the positions listed below thru ASPIRE, Harvard University’s online recruitment management system for all staff positions.

______________________________________________________________________________________________________

Available Opportunities
Department Administrator (42313BR) View/ Apply to job in ASPIRE
IRB Coordinator (42201BR)  View/ Apply to job in ASPIRE
Research Compliance Coordinator (42259BR) View/ Apply to job in ASPIRE
Research Administration Services Coordinator (42260BR) View/ Apply to job in ASPIRE

Department Administrator:

Duties & Responsibilities Reporting to the Associate Dean for Research Administration, the Department Administrator (DA) serves as a member of the RAS Management Team and supports all RAS functional areas by performing a wide range of complex and confidential administrative activities.  Directly supervises RAS Coordinator, temps and interns.  Duties include:
 
Financial Operations:
  • Develop the departmental forecast budget and planning budget, in partnership with the Associate Dean for Research Administration and FAS Finance.
  • Oversee financial activities by monitoring spending, and providing financial analysis and forecasting models to the Associate Dean, and senior managers.
  • Manage and monitor payroll activities
  • Calculate forecasted budget and actual expense recoveries from University schools for IRB services
Human Resources:
  • Oversee the HR function for exempt and non-exempt staff, including drafting job descriptions, recruitment, on-boarding new hires, performance management, compensation recommendations, staff relations, and training and development.
  • Manage PeopleSoft & ASPERIN interface and problem resolution.  
  • Provide comprehensive support to managers in the hiring of new staff and the on-boarding of new RAS staff.
  • Assist managers with training/professional development opportunities for their staff.
  • In conjunction with FAS Human Resources, counsel, coach and assist RAS staff on personnel issues.
  • Serve as RAS point-person for annual ePerformance process.  Ensure deadlines are met.  Provide support to managers and staff.
Administration/Operations:
  • Determine needs and priorities for building and facilities management, space planning, IT services, and other shared operational resources. Serve as staff liaison to, and work closely with, related FAS and University offices.
  • Oversee day-to-day management of office operations/space allocation/office events.
  • Oversee internal and external communications process, including communications to RAS staff, the RAS listserv announcements and RAS website content.
  • Oversee RAS Management Team activities and RAS staff activities (in conjunction with RAS Coordinator).
 
- Represent the department on relevant FAS and University committees as needed.
- Perform other duties as required.
 
Basic Qualifications Bachelor's degree, with five years of progressively responsible administrative and managerial experience.
Additional Qualifications Harvard experience preferred. Proven ability in developing organizational systems.  Strong financial background including budget management and analytical skills.  Working knowledge of Harvard's chart of accounts and financial systems preferred.  HR experience helpful.  Excellent problem solving, communication, and organizational skills.  Ability to handle and prioritize multiple projects, balance conflicting priorities, and handle confidential information appropriately.  Excellent interpersonal skills and ability to communicate effectively with all levels of the University and with external organizations.  Demonstrated proficiency in the MS-Office Suite of computer applications.  Strong web design and/or website management, and database experience.

IRB Coordinator:

Duties & Responsibilities Provides administrative support to the Standing Committee on the Use of Human Subjects (CUHS), the Harvard University-Area Institutional Review Board (IRB), as well as the staff of the IRB office.  Works with faculty, researchers, IRB staff and other University offices to support all aspects of the IRB’s program with respect to University policy and federal regulations.  Works independently with minimal supervision in a work environment of multiple and conflicting priorities; anticipates and resolves problems and updates supervisor on status of projects.

He/she will directly report to the Senior IRB Administrator within the IRB office.

Duties & Responsibilities:
  • Provide initial review and serve as triage for all studies submitted to ESTR (Electronic Submission, Tracking & Reporting), the electronic submission system for all IRB applications;  initial reviews may include confirmation that all study team members have taken training, determining whether faculty sponsor assurance is needed, and determining studies that are not-human subjects research, or studies that may be exempt
  • Serve as the in-office front line to all inquiries from University area users to provide ESTR technical support and other study assistance as well as facilitating the in-person office hour triage process
  • Maintain IRB website and all updates to include policy or process changes, training material, and announcements
  • Assist with monthly CUHS meetings including preparing agenda, drafting meeting minutes, follow-up communications, and all other meeting preparations
  • CUHS general email and telephone – act as the “first line” for incoming calls and emails to the CUHS general email and telephone line. Respond to these time-sensitive queries and forwarding questions to the proper staff member when appropriate
  • Coordinate electronic documents, databases, and in-office paper study files and ensure IRB records adhere to the University General Record Schedule; prepare documents for records archive; reconcile records/archives reports/monthly invoice statements
  • Provide in-office administrative support for multiple training courses offered by IRB staff throughout the year; support includes room scheduling, registration website updates, notifications, and attendance tracking
  • Manage and maintain incoming training certifications from researchers
  • Gather and maintain metrics data to be posted online and distributed to University-area schools upon request
  • Contribute to IRB program by accomplishing related in-office administrative duties as required
Basic Qualifications Minimum 1 year of experience working in the field of IRB administration.  Basic knowledge and understanding of federal regulations regarding human subjects research.  Proficiency in the use of MS-Office Suite to include Outlook, Excel, Word, and Power Point.
 
Additional Qualifications

Bachelor's degree preferred.  Strong familiarity with electronic protocol review/management systems and grants management systems strongly preferred.  Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.  Proven project and/or program management skills.  Excellent interpersonal and communication skills.  Ability to work independently with minimal supervision.  Ability to handle complex and confidential information with discretion.

Research Compliance Coordinator:

 

Duties & Responsibilities Reporting to the Senior Director of Research Compliance, the Research Compliance Coordinator will provide research administration and compliance support to the Faculty of Arts and Sciences (FAS), School of Engineering and Applied Sciences (SEAS), and relevant constituents within RAS, including  administratively supporting the Standing Committee on the Use of Animals in Research and Teaching (Institutional Animal Care and Use Committee: IACUC).
 
  • Work with faculty, researchers, lab managers, the Office of Animal Resources, Environmental Health and Safety, Institutional Biosafety Committee, and other University offices to support all aspects of the IACUC’s program with respect to University policy and federal regulations.
  • Facilitate the entire onboarding process for new animal researchers, including adding individuals to IACUC protocols
  • Maintain the occupational health program and training records to ensure compliance with IACUC policies and maintain animal researcher records to include status, training records, and occupational health records
  • Coordinate and participate in IACUC semi-annual animal facility inspections, including taking notes and preparing inspection reports for IACUC review
  • Schedule and prepare agenda materials for research compliance meetings to include  IACUC, CRP, and CPC; draft meeting minutes and disseminate follow-up communication as required
  • Assist with research compliance web page maintenance and updates with program and policy updates
  • Provide logistical and training support for courses to include IACUC, Responsible Conduct of Research, export controls and other research compliance areas
  • Gather and maintain data for and assist in preparing research compliance regulatory reports  as needed
  • Provide IACUC protocol system technical support to include responding to inquiries from users and testing the application prior to new releases
  • Other administrative duties as required
Basic Qualifications Minimum 5 years of related experience working in research, research administration, or compliance
 
Basic knowledge and understanding of federal regulations regarding research compliance.  Strong proficiency in the use of MS-Office Suite to include Outlook, Excel, Word, and Power Point.
Additional Qualifications Bachelor’s degree preferred.  Strong familiarity with electronic protocol review/management systems and grants management systems strongly preferred.  Excellent organizational skills with particular ability to prioritize work in an environment with multiple and conflicting interests.  Proven project and/or program management skills.  Excellent interpersonal and communication skills.  Ability to work independently with minimal supervision.  Ability to handle complex and confidential information with discretion.

Research Administration Services Coordinator:

Duties & Responsibilities Reporting to the FAS RAS Department Administrator, this position supports all RAS functional areas by performing a wide range of complex and confidential administrative responsibilities and clerical support activities related to office management. 
 
Duties include, but are not limited to:
  • Manage the calendar of the Associate Dean of FAS RAS (schedule meetings, prioritize appointments, and travel), and coordinate meetings for senior RAS managers, as necessary.
  • Facilitate the planning and agenda preparation for RAS-led meetings, including:
    • monthly “RAS Friday” meetings
    • monthly RAS Coffee Club forums
    • RAS Council Meetings
  • Coordinate and oversee the administrative aspects of all RAS training and programming opportunities, including the bi-annual RCR (Responsible Conduct of Research) course. Tasks include, but are not limited to: course scheduling and coordination with instructors, promotion and marketing, registration, materials gathering, room reservation and refreshment procurement, record completion as necessary.
  • Provide high-level administrative support to all RAS functional areas.  Duties include, but are not limited to: record monitoring, project closeout assistance, database maintenance, filing, data entry and other administrative duties.  
  • Support functional areas in communicating regulatory and policy guidelines and distributing relevant materials thru appropriate channel (RAS website or RAS listserv).
  • In conjunction with the Department Administrator, coordinate RAS communications, social media, and marketing efforts, including updating and ensuring quality control of the RAS website and associated mailing lists, as well as print media marketing materials.
  • Maintain the RAS-wide event calendar
  • Publish RAS Annual Report.  Tasks include but are not limited to: gathering material from managers of each functional area, assembling material into one electronic document, editing text to result in “one voice” throughout the report, soliciting feedback from managers after editing and maintaining timeline for deliverable throughout the process.
  • Prepare and process reimbursement requests, payment requests (invoices) and PCard transactions.
  • In conjunction with the Department Administrator, act as point of contact for IT support, building operations.
  • Communicate with and provide services to a wide range of internal and external contacts.  Anticipate and resolve problems with minimal supervision.
  • Routinely update supervisor on status of projects. 
  • Perform other duties and ad hoc projects as needed.
Basic Qualifications Three or more years of administrative office experience.
Additional Qualifications
  • Bachelor’s degree preferred.
  • Experience working in an academic or sponsored research administration environment preferred.
  • Demonstrated proficiency with Microsoft Office Suite software as well as familiarity with web content management systems (Open Scholar). 
  • Excellent customer service and communication skills.  Commitment and interest in serving in key support role.  Ability to prioritize work in an environment with multiple and competing interests. 
  • Ability to be pro-active and work independently with minimal supervision.  
  • Ability to handle complex and confidential information with discretion. 
  • Event planning experience preferred.  Prior knowledge of Oracle financial systems and sponsored research administration desired.