Associate Director of Student Funding

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 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 Office of Graduate Education:

The Office for Graduate Education (OGE) oversees administrative resources and academic policy for the HMS-based PhD programs and the master's programs. 

Job Description

The Associate Director of Student Funding provides strategic leadership and operational oversight for the administration of student funding programs for HMS Office for Graduate Education (OGE), including PhD and master’s students enrolled in OGE-administered academic programs. Responsible for developing and implementing policies, systems, and business processes that ensure accurate, compliant, and efficient administration of tuition, stipend, fellowship, and other student funding.

Serving as the institutional expert on student funding operations, the Associate Director leads the design and implementation of new funding workflows in support of evolving institutional priorities, including a new funding model for PhD students at HMS affiliate hospitals. The position also leads the modernization of student funding systems by defining business requirements, partnering with University Information Systems and other stakeholders on system selection and implementation, and improving reporting, data integrity, and operational efficiency.

Job-Specific Responsibilities:

Strategic Leadership and Program Management:

• Develop, implement, and continuously improve policies, procedures, and internal controls governing student funding administration.
• Lead operational planning to support changing institutional priorities and evolving funding models.
• Primary subject matter expert on student funding policies, funding mechanisms, and business processes.
• Analyze funding trends and develop recommendations.
• Prepare analyses, dashboards, and executive reports that support leadership decision-making and long-range planning.
• Coordinate fundraising efforts for student fellowships with the Development office and OGE leadership.

Student Funding Administration:

• Oversee administration of all student funding, including tuition, stipends, fellowships, and other student support for PhD and master’s students.
• Ensure timely, accurate, and compliant processing of funding transactions across multiple funding sources.
• Oversee maintenance of the student funding database and ensure the integrity, accuracy, and completeness of funding records.
• Review complex funding situations and resolve issues requiring interpretation of university policies and funding guidelines.
• Develop reporting and reconciliation processes.
• Serve as the escalation point for complex funding questions.
• Oversee HGSU-compliant funding.

Business Process Design and Operational Improvement:

• Lead the design, implementation, and continuous improvement of business processes supporting the evolving PhD funding model for HMS affiliate hospitals.
• Map current and future-state workflows, identify operational risks, and implement scalable solutions.
• Develop standardized procedures across academic programs, departments, and affiliate institutions.
• Establish performance metrics and key performance indicators.

Student Funding Systems and Technology:

• Business owner for the assessment, selection, implementation, and ongoing optimization of a modern student funding management system.
• Develop functional and business requirements for new software solutions in partnership with University Information Systems and key stakeholders.
• Lead business process design, user acceptance testing, data validation, and implementation for new systems.
• Develop reporting capabilities and dashboards.

Collaboration and Stakeholder Management:

• Partner with the Sponsored Programs team to coordinate student funding supported by sponsored awards while maintaining clear separation of operational responsibilities.
• Collaborate with GSAS, HMS Finance, affiliate hospitals, academic program leadership, department administrators, and other university offices to coordinate funding activities and resolve complex issues.
• Represent the OGE on university committees and working groups.

Supervision:

• Supervise, mentor, and develop the Student Funding Coordinator.

Qualifications

Basic Qualifications:

• Bachelor’s degree or equivalent work experience required.
• A minimum of 7 years relevant work experience.
• Supervisory experience.

Additional Qualifications and Skills:

• Advanced knowledge of sponsored research regulations.
• MBA or Master’s degree in relevant field.
• Knowledge of Microsoft Office Suite, advanced excel skills.
• Knowledge of advanced financial principles, budget management, financial analysis.

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, Education, Criminal
• 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.
• Interview Format: The interview process will include both virtual and in-person components (e.g., initial virtual screening followed by on-campus final interviews)

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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 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.