Grants & Communications Coordinator (Coordinator II)

  • Harvard University
  • Cambridge, MA, USA
  • Feb 23, 2018

Job Description

Duties & Responsibilities
The Shorenstein Center on Media, Politics and Public Policy is a Harvard University research center dedicated to exploring and illuminating the intersection of media, technology, politics and public policy in theory and practice. Through teaching and research at the Kennedy School of Government and its program of visiting fellows, conferences and initiatives, the Center is at the forefront of its area of inquiry.

The Center is seeking a Grants & Communications Coordinator who will report directly to the Financial Manager and will also work closely with the Center Director and Executive Director. This individual will support administration of diverse and complex initiatives with a range of grant and gift support, focusing on gifts and sponsored research grants, from inception to implementation. They will be involved with proposal writing, budget drafting, as well as closely tracking donor and prospect communications. This position will also be responsible for performing a wide range of complex and confidential administrative duties related to grants and gifts administration, and ongoing communication with key stakeholders. The Grants & Communications Coordinator will work independently and collaboratively, anticipate and resolve problems, and update supervisors on status of projects.

The Coordinator will devote 50% of their time to working with the Center Director on prospect and donor communications:
  • Develops and maintains the prospect/donor pipeline for the Shorenstein Center, including monitoring progress towards securing individual gifts and sponsored research grants.
  • Working in close collaboration with Center and HKS staff, the coordinator will focus on the priority prospects and donors, and track next steps and outcomes. As needed, will assist with proposals, written correspondence, and briefing documents. Helps translate meeting discussions into action work plans.
  • Proactively facilitates frequent interaction and communication with colleagues. Must be able to interpret gifts and grants policies to people inside and outside the university.
The Coordinator will spend 50% of their time working closely with the Center's Financial Manager on a range of gifts and grants-related work.
  • Assists in preparation and submission of grant proposals, including developing pre- and post-award budgets, interpreting grant parameters, and advising staff and faculty on allowable costs.
  • Confers with Financial Manager, Research Administration Office (RAO) and Office of Sponsored Projects (OSP) to ensure compliance with HKS, University and sponsor regulations. Works collaboratively to identify and resolve problems arising during all phases of the grant life-cycle, and to develop/identify best practices and business process enhancements.
  • Initiates process to renew grants nearing the end of their term.
  • Provides monthly monitoring of grants and contracts for Principal Investigators to ensure expenses are paid according to existing agreements and within budget limits and timelines.
  • Works with Financial Manager to prepare multiple complex and varied financial reports that require selection, preparation and interpretation of data for use in planning and decision-making.
  • Will process payments of vendors' invoices and individual reimbursements.

Basic Qualifications
Bachelor's degree and 3+ years experience in finance, accounting, and/or communications.
Additional Qualifications
Excellent English verbal and written communication skills. Must be very detail oriented, extremely well organized, ability to deliver work results of high quality while managing multiple projects under time pressure. Experience with Harvard financial systems preferred. Successful candidate must demonstrate proficiency with Excel, ability to navigate Oracle applications, adaptability with new web-based tools. Ability to function well in a fast-paced, high-energy and changing work environment. Must be able to work independently and take initiative. Must be able to focus on priorities and time-specific duties. Optimistic/positive demeanor is highly desirable. Must be able to listen carefully as well as able to influence and persuade others. Must be interested in and motivated by the intellectual community at Harvard.

EEO Statement
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation or any other characteristic protected by law.