Associate Director of Student Funding

Harvard University • Boston, MA

4d • Hybrid

About The Position

The Associate Director of Student Funding provides strategic leadership and operational oversight for student funding programs administered by the Harvard Medical School Office for Graduate Education (OGE), serving PhD and master’s students. The role develops and implements policies, systems, and business processes to ensure accurate, compliant, and efficient administration of tuition, stipends, fellowships, and other student support.

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

The role collaborates with university offices, academic programs, departments, and affiliate hospitals; represents OGE on committees and working groups; and supervises, mentors, and develops the Student Funding Coordinator. The position is hybrid, with work location and schedule determined by the department based on operational needs.

Requirements

• Bachelor’s degree or equivalent work experience.
• At least 7 years of relevant work experience.
• Supervisory experience.

Nice To Haves

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

Responsibilities

• Develop, implement, and continuously improve policies, procedures, and internal controls for student funding administration.
• Lead operational planning to support institutional priorities and evolving funding models.
• Serve as the subject matter expert on student funding policies, funding mechanisms, and business processes.
• Analyze funding trends and develop recommendations.
• Prepare analyses, dashboards, and executive reports to support leadership decisions and long-range planning.
• Coordinate fundraising for student fellowships with the Development office and OGE leadership.
• Oversee administration of tuition, stipends, fellowships, and other support for PhD and master’s students.
• Ensure timely, accurate, and compliant processing of funding transactions across multiple funding sources.
• Oversee the student funding database and ensure funding records are accurate, complete, and reliable.
• Review complex funding situations and resolve issues requiring interpretation of university policies and funding guidelines.
• Develop reporting and reconciliation processes and serve as the escalation point for complex funding questions.
• Oversee HGSU-compliant funding.
• Lead design, implementation, and ongoing 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.
• Own the assessment, selection, implementation, and ongoing optimization of a modern student funding management system.
• Develop functional and business requirements for software solutions 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.
• Coordinate with the Sponsored Programs team on 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 and resolve complex issues.
• Represent OGE on university committees and working groups.
• Supervise, mentor, and develop the Student Funding Coordinator.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior