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Billing Coordinator, Research Office

Job no: 501994

College / VP Area:Research Office

Work type: Staff

Categories: Financial Services and Procurement, Full Time

Salary Structure (https://www.udel.edu/faculty-staff/human-resources/total-rewards/compensation/salary-structure/)

PAY GRADE:29E

CONTEXT OF THE JOB:

The Research Office provides central oversight and leadership for the University research enterprise. The research portfolio has grown to $200MM in annual expenditures. Billing for these funds is complex and varies from sponsor to sponsor and among awards from a sponsor.

Under the general direction of the Assistant Director, Sponsored Research Accounting, the Billing Coordinator sets up all billing plans, executes the necessary processes to create the transaction to bill, follows up and collects on past due research receivables, and provides backup support for all billing functions. In addition, the Billing Coordinator designs, develops and prepares reports for use in the administration of Research Office functions, and as required under Federal guidelines for the administration of grants and contracts as well as those requested by internal UD units. The Billing Coordinator completes analysis to support the closeout of sponsored projects.

MAJOR RESPONSIBILITIES:

+ Set up all award bill plans, revenue plans and milestone bill plans as needed within the PeopleSoft Billing and Contract modules.

+ Prepare and submit timely and accurate invoices for all sponsors as established in the PeopleSoft system in accordance with grant agreements and accounting standards.

+ Partner with department research administrators to gather supporting documentation and understand program/research activities related to billable services.

+ Ensure compliance with funding guidelines by billing allowable expenses and maintain adherence to OMB Uniform Guidance and other regulatory requirements.

+ Process final invoices for sponsors which may require further financial analysis

+ Evaluate accounts receivable on a monthly basis and follow up with awarding agencies as needed to ensure timely receipt of payment.

+ Document collection activity via the AR aging report.

+ Review and analyze data to resolve billing and unidentified cash issues

+ Monitor grant budgets, contract terms, and billing cycles to ensure accurate allocation and drawdown of funds.

+ Coordinate final reporting and accounting for research grants. Research, compile and submit closeout documentation to meet sponsor's funding requirements and reporting regulations.

+ Prepare scheduled and special reports, studies and analyses. Analyze and evaluate contract and grant budgets. Verify the accuracy of financial records.

+ Serve as a Research Office subject matter expert on all aspects of billing and receivables responding to inquiries and providing guidance to department administrators, sponsors, and external auditors.

+ Analyze and create financial reports for use by RO and the UD research community utilizing various reporting tools such as PeopleSoft Query and Excel software.

+ Monitor the on-going alignment of financial transactions to parallel transactions in the billing module; identify discrepancies and either carries out or coordinates the research and correction of discrepancies.

+ Monitor and reconcile all financial transactions between the contract/ grant modules in PeopleSoft; responsible for identifying discrepancies with various campus departments.

+ Coordinate and prepare input for required audits, (OMB Uniform Guidance) including production of all related reports and documentation.

+ Respond promptly to inquiries; and collaborate with managers and other University personnel to resolve problems in a timely fashion.

+ Collaborate with Sponsored Research Accountants to assist with required journal entries, reconciliations, and post-closing duties required for month-end and year-end closing processes, ensuring all accounts are completed in a timely manner.

+ Maintain audit-ready files for assigned grants, ensuring compliance with applicable regulations and policies, including the SEFA report.

+ Provide Assistant Director and post award team with regular updates on project performance, including budget overruns and accelerated spending, and offer recommendations for corrective actions.

+ Remain abreast of current grant regulations. Participate in training and workshops related to grant management and accounting.

+ Perform other job-related duties as assigned.

QUALIFICATIONS:

+ Bachelor's degree and two years of job-related experience or an equivalent combination of education and experience. Degree in Business Administration, Accounting, Finance or a related field preferred.

+ Effective verbal and written communication, human relations and time management skills.

+ Ability to organize and analyze data with attention to detail under deadline pressure.

+ Ability to utilize advanced techniques in word processing, spreadsheet, database, web authoring and/or presentation software.

+ Experience with PeopleSoft grants suite preferred. Working knowledge of OMB Circulars regulations and grant funding policies and procedures. Knowledge of federal forms and processing systems preferred.

+ Federal grants administration experience is necessary. Familiarity with UD fund accounting system, policies and procedures is preferred.

+ Ability to work independently, handle multiple tasks simultaneously, evaluate and edit content, structure, and format a wide range of written material.

+ Keen understanding of effective office management, with an ability to make independent decisions and judgments, and interact well with people of diverse backgrounds.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action

The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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