Billing Specialist of Sponsored Programs

Overview

This position involves managing billing and financial tracking for Sponsored Programs, including preparing and submitting invoices to agencies, maintaining grant budgets, processing cost transfers, and reporting on grant activities.

Responsibilities

• Review new award materials such as contracts and budgets to determine billing schedules and invoice requirements.
• Prepare and submit invoices according to sponsor schedules, ensuring expenses comply with award budgets.
• Extract and analyze transaction histories and supporting documentation for payroll, procurement, travel, journal entries, payments, and effort certification.
• Maintain records of assigned awards and track invoice statuses.
• Communicate with internal staff and external funders regarding invoices, expenditures, payments, and follow up on outstanding invoices.
• Prepare and initiate cost transfer and budget entries in the ERP system with appropriate documentation.
• Maintain familiarity with award documents to ensure accuracy in budget entries and invoicing.
• Process deposits and assemble related support and reports.
• Update sponsor contact information and billing schedules in the ERP system.
• Coordinate sponsored programs board reports and reconcile with grant officers.
• Add and update award information in the ERP system, including data, security roles, attachments, billing schedules, and finance worktags.
• Apply knowledge of sponsored programs compliance standards and institutional policies to support successful grant management.
• Participate in developing and updating standard operating procedures and training materials.
• Cross-train with other staff and provide backup support as needed.
• Serve as a resource for award-specific and general grant questions, including audit and monitoring requests.
• Maintain electronic and paper files according to institutional policies.
• Utilize project management software and participate in strategic planning sessions.

Supervision

• Reports to the Executive Director of Sponsored Programs Administration.
• No supervisory responsibilities.

Compensation

• Hiring range: $51,000 - $53,500 annually.

Work Location

• Remote or hybrid work options available.

Qualifications

• Associate degree in Finance, Accounting, Business Administration, or related field with at least two years of billing and budgeting experience required.
• Bachelor's degree and two years of grants management or invoicing experience preferred.
• Experience in non-profit or higher education grant accounting preferred.
• Strong math skills and proficiency in Excel for data extraction, processing, and analysis.
• Proficient with Microsoft Office Suite, especially Excel, Outlook, and Adobe PDF tools.
• Experience with Workday Finance and/or Grants systems preferred.
• Ability to interpret compliance documents such as award agreements, budgets, and sponsor guidelines.
• Strong interpersonal skills to maintain effective working relationships with internal and external stakeholders.
• Excellent organizational, problem-solving, and attention to detail skills.
• Ability to manage a high volume of transactions and work collaboratively.
• Commitment to promoting an inclusive environment respecting diverse backgrounds.

Benefits

• Multiple medical plan options with Health Savings Account and employer contributions.
• Dental plan including preventive services and orthodontia coverage.
• Vision plan with low-cost exams and allowances for glasses or contacts.
• Employee Assistance Program offering confidential counseling, legal and financial consultations.
• Wellness program with opportunities to earn rewards.
• Flexible Spending Accounts for healthcare and dependent care.
• Employer retirement contribution of 10%, fully vested after two years.
• Basic life insurance equal to annual salary with optional supplemental coverage.
• Short-term and long-term disability benefits.
• Fee remission and tuition assistance for employees, spouses, and dependents.
• Paid professional development opportunities.
• Generous paid time off including vacation, sick leave, holidays, and winter recess.
• Flexible work arrangements where available.
• Paid childbirth recovery leave (8 weeks) and parental leave (4 weeks).
• Eligibility for Public Service Loan Forgiveness.
• Additional discounts on gym memberships, transportation, and retail services.

Equal Opportunity

The employer is an accredited, equal opportunity/affirmative action organization. All qualified applicants will receive consideration without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. Compliance with Title IX regulations is maintained, prohibiting sex discrimination including sexual harassment in educational programs and activities.