Financial Associate II

Harvard Medical School

Boston, MA

ID: 7188586 (Ref.No. hh-64060BR)
Posted: October 27, 2023

Job Description

Position Description
The Program in Medical Education (PME) at Harvard Medical School (HMS) is the organizational structure housing the education programs that lead to the MD degree. The PME is comprised of 14 offices and is responsible for all aspects of the Pathways and HST curriculum tracks, from admission to graduation. The PME Office of Finance is responsible for managing the PME’s annual budget as well as quarterly reporting. It also supports the multiple offices in the PME and the Pathways and HST curriculums by processing transactions/reimbursements, managing the faculty teaching compensation process, managing student and faculty grants, and handling all of the human resource functions for the PME.

Reporting to the Finance Manager, the incumbent is responsible for the administrative and financial processes, policies and procedures of the PME. As a member of the five-person PME Finance team, the Financial Associate will play an integral part in supporting the day-to-day financial operations of the PME.

Specific responsibilities include:
  • Manages student well-being initiative and patient appreciation gifts from start to finish. Specifically, the student well-being initiative includes on-boarding students, tracking and following-up on outstanding issues, reviewing expense reports for compliance with University policies and for accuracy, and processing payments. For appreciation gifts, receives and tracks requests, purchases gifts and ensures delivery for participating patients in both the HST and Pathways curriculum. Serves as a principal source of information and advises students, patients and staff on existing options/alternatives.
  • Manages PME faculty role appointments, which includes drafting new and renewal appointment letters, working with the Senior Director of Finance and Administration regarding compensation arrangements (i.e. allocation, payroll or billing agreement), setting up or extending appointments in PeopleSoft, tracking information and creating ad hoc reports, ensuring faculty compensation is processed for payment in a timely fashion and issuing annual compensation letters for any faculty appointments not up for renewal.
  • Establishes and manages accounting record keeping systems, and procedures for tracking and reporting.
  • Works with the Finance Manager to draft policies and procedures relative to financial transactions and best practices for PME offices. Creates a PME policy and process resource depository for PME faculty and staff, which will provide guidance and ensure consistency with respect to transactions and/or inquiries.
  • Manages the accounts receivable process by creating invoices relative to the anatomical gift program and offices of scholarly engagement and student affairs.
  • Manages TouchNet (online payment portal) process by creating products/services in the PME store for purchase (i.e. application fees for visiting students, MBTA semester pass program, etc). Monitors revenue, provides ad hoc reports and issues refunds, as needed.
  • Partners with the Registrar's Office to manage necessary compliance checks for visiting students from foreign institutions.
  • Manages office suite needs by overseeing the copier room, planning social events, ordering supplies, and calling in any facility issues.
  • Other special projects and duties as required.
Basic Qualifications
4 or more years of experience. Higher education may count towards experience.
Additional Qualifications and Skills
  • Strong written and oral communication skills required.
  • Ability to work independently and handle complex and confidential information with discretion.
  • Must possess a desire to learn and understand the complexities of Harvard Medical School, as well as apply the knowledge to problem solve.
Additional Information
Cover letters are strongly encouraged as part of the application process.

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.

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

The Harvard Medical School is not able to provide visa sponsorship for this position.

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Commitment to Equity, Diversity, Inclusion, and Belonging
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
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, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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.