Data and System Support Analyst

Harvard Medical School

Boston, MA

Job posting number: #7082972

Posted: August 13, 2021

Application Deadline: Open Until Filled

Job Description

Job-Specific Responsibilities

The Harvard Medical School (HMS) Office of Research Administration (ORA) provides pre- and post-award management support by assisting Principal Investigators and faculty with proposal submission, award administration, and reporting. ORA offers a range of expertise and manages a diverse group of portfolios to support and advance HMS’s mission.

Reporting to the Associate Director of Awards Management (ADAM), and as part of ORA’s Awards Management Team, the Data and System Support Analyst will perform complex tasks related to sponsored award management processes and data, focusing on Harvard's system of record – the Grants Management Application Suite (GMAS). The Data and System Support Analyst will:

• Data and System Integrity: Direct the workflow and prioritization of award management actions in GMAS (log incoming award notices, create accounts, allocate funding, etc.). Ensure the accuracy of sponsored award records by monitoring and resolving outstanding items, initiating quality control reviews of GMAS records, and leading special projects focused on data integrity and clean up. Identify trends and advise ADAM on ways to improve consistency within GMAS and broaden ORA’s institutional knowledge regarding award management.

• Problem Solving and Escalation: Serve as the primary point of contact and subject matter expert for complex account and data issues that arise throughout the lifecycle of HMS’s sponsored awards. Respond to inquiries from the Office for Sponsored Programs (OSP), HMS Office of Finance, ORA colleagues, and HMS departmental grants management staff, and resolve problems in GMAS and related research administration systems by making independent decisions or by convening appropriate stakeholders as necessary.

• Process Management: Develop and maintain ORA’s business processes and supporting documentation related to award management. Embrace continuous improvement and build clear processes that simplify and expedite technically complex actions in GMAS, while maintaining data integrity and compliance. Identify trends and advise ADAM on ways to improve efficiency and strengthen the internal controls associated with award management processes. Seek opportunities for further GMAS integration with various internal and external systems.

• Collaboration: Liaise with ORA colleagues and other University offices, such as OSP and Harvard Research Administration and Compliance Systems. Represent ORA and HMS on committees and working groups dedicated to GMAS and other award management topics, ranging from ongoing system enhancements, to ad-hoc efforts addressing rapidly evolving federal requirements and demands for more granular record keeping.

• System Access and Security: Serve as an Authorized Requester for access-related actions involving Harvard’s systems, including but not limited to those related to Harvard’s Chart of Accounts, GMAS, and Oracle Analytics Server (OAS). Manage institutional registrations and individual access, permissions, and portfolio assignments for HMS researchers and administrators in various external systems, including eRA Commons,,, and

• Training: Collaborate with ORA colleagues and departmental grants management staff to develop and conduct training on GMAS processes and other award management topics.

• Other duties as required.

Basic Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 5 years’ relevant work experience.
• Advanced knowledge of sponsored research regulations, administration, and systems.

Advanced degrees or graduate certificates in related fields may count toward experience.

Additional Qualifications and Skills

University sponsored research administration experience, and familiarity with research administration systems and data management, integrity, and security is a plus. Excellent verbal, written, and interpersonal communication skills. Problem-solving and continuous improvement mindset. Comfortable with multitasking in a fast-paced, deadline driven environment. Ability to work individually or within a team, to think creatively, recognize trends, provide sound advice, and make decisions. Computer skills and strong organizational skills. Able to think critically and strategically about programmatic, financial, and policy issues.

Additional Information

This Staff role may start as a remote position due to the COVID-19 pandemic and while restrictions are still in place. The current remote nature of this role is considered temporary and may change as the University continues to evaluate options. While we continue to monitor the evolving COVID-19 guidelines, local on-campus work may be expected for some roles. Harvard Medical School does support flexible schedules, subject to individual departments’ business needs.

Harvard will require COVID vaccination for all Harvard community members who will have any on-campus presence. Individuals may claim exemption from the vaccine requirement for medical or religious reasons. More information regarding the University’s COVID vaccination requirement and exceptions may be found at the University’s “COVID-19 Vaccine Information” webpage:

Please note that we are currently conducting a majority of interviews and onboarding remotely and virtually. We appreciate your understanding.

We are committed to cultivating an inclusive workplace culture of faculty, staff, and students with diverse backgrounds, styles, abilities, and motivations. We appreciate and leverage the capabilities, insights, and ideas of all individuals. Harvard Medical School Mission and Community Values

Harvard University offers an outstanding benefits package including:
Time Off: 3 - 4 weeks paid vacation, paid holiday break, 12 paid sick days, 12.5 paid holidays, and 3 paid personal days per year.
Medical/Dental/Vision: We offer a variety of excellent medical plans, dental & vision plans, all coverage begins as of your start date.
Retirement: University-funded retirement plan with full vesting after 3 years of service.
Tuition Assistance Program: Competitive tuition assistance program, incredibly affordable classes directly at the Harvard Extension School, and discounted options through participating Harvard grad schools.
Transportation: Harvard offers a 50% discounted MBTA pass as well as additional options to assist employees in their daily commute.
Wellness options: Harvard offers programs and classes at little or no cost, including stress management, massages, nutrition, meditation, and complementary health services.
Harvard access to athletic facilities, libraries, campus events, and many discounts throughout metro Boston.
The Harvard Medical School is not able to provide visa sponsorship for this position.

Harvard Medical School strives to cultivate an environment that promotes inclusiveness and collaboration among students, faculty and staff and to create new avenues for discussion that will advance our shared mission to improve the health of people throughout the world.

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More Info

Job posting number:#7082972
Application Deadline:Open Until Filled
Employer Location:Harvard Medical School
United States
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