Associate Director of Student Funding

Harvard Medical School; Boston (MA); Hybrid; USD 120,000 - 180,000; Full time

Job summary

Harvard Medical School’s Office for Graduate Education seeks an Associate Director of Student Funding to lead strategy and operations for PhD and master’s student funding. You will shape policies, implement new funding workflows, and modernize systems in partnership with University Information Systems and HMS affiliates.

You will oversee tuition, stipends, fellowships, and related support, ensuring accuracy, compliance, and efficient processing across multiple sources.

Qualifications

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

Responsibilities

• Strategic Leadership and Program Management: Develop and implement policies, procedures, and internal controls for student funding administration; lead operational planning; act as SME on policies, funding mechanisms, and processes; analyze funding trends; prepare analyses and executive reports; coordinate fundraising efforts.
• Student Funding Administration: Oversee tuition, stipends, fellowships, and student support; ensure timely, accurate processing; maintain funding database; review complex funding situations; develop reporting and reconciliation processes; serve as escalation point; oversee compliant funding.
• Business Process Design and Operational Improvement: Design, implement, and improve business processes for the PhD funding model; map workflows; identify risks; develop standardized procedures; establish KPIs.
• Student Funding Systems and Technology: Own assessment, selection, and optimization of a modern student funding system; develop requirements for new software; lead design, testing, data validation, and implementation; develop reporting capabilities and dashboards.
• Collaboration and Stakeholder Management: Partner with Sponsored Programs; coordinate with GSAS, HMS Finance, affiliate hospitals, program leadership, departments; represent OGE on committees and working groups.
• Supervision: Supervise, mentor, and develop the Student Funding Coordinator.

Skills

Supervisory experience

Sponsored research regulations

Advanced Excel

Financial analysis

Budget management

Education

Bachelor’s degree or equivalent work experience

MBA or Master’s degree in relevant field

Tools

Microsoft Office Suite

Advanced Excel

Job description

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

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

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.

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.