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.