Financial Operations Specialist

The Billing Manager oversees the preparation and submission of financial draws and invoices for sponsored research projects, ensuring compliance with sponsor requirements and federal regulations.

This role supports post-award analysts in resolving billing discrepancies, maintains accounts receivable records, and prepares monthly reconciliations and aging reports.

Supervisory Authority:

• This position supervises the Billing Administrator and is responsible for assigning work, reviewing performance, and providing training and guidance on billing processes and documentation standards.

Nature And Scope:

The Billing Manager works under the supervision of the Sr. Director of Post Award and collaborates with post-award analysts, accountants, and departmental administrators to ensure timely and accurate sponsor billing.

Principal Accountabilities:

• Analyze research expenditures and labor distributions in enterprise systems to support federal reporting and internal decision-making.
• Prepare and submit timely and accurate financial draws and invoices in accordance with sponsor and university requirements.
• Reconcile invoice records against general ledger accounts monthly and ensure any discrepancies are corrected in coordination with the post-award team.
• Assist post-award analysts with complex billing issues, funding adjustments, and documentation needs.
• Generate monthly accounts receivable aging reports and analyze outstanding balances for follow-up.
• Supervise and mentor the Billing Administrator, ensuring accurate recordkeeping and consistent processes.
• Lead efforts to clean up aging receivables and resolve documentation gaps across the sponsored portfolio.
• Maintain and manage the university's central repository for all invoice backup documentation, ensuring audit-readiness.
• Ensure that billing and collections processes are compliant with Uniform Guidance (2 CFR Part 200) and sponsor requirements.
• Develop and improve billing SOPs and contribute to system and workflow enhancements.
• Perform other duties as assigned to support the post-award finance team and sponsored research billing operations.

Core Competencies:

• Strong knowledge of federal Uniform Guidance (2 CFR 200) as it relates to invoicing and financial reporting.
• Experience preparing federal financial draws (e.g., PMS, ASAP) and sponsor-specific invoicing.
• Excellent attention to detail and financial reconciliation skills.
• Knowledge of accounts receivable management and billing processes.
• Ability to interpret award terms and conditions related to payment methods and billing schedules.
• Strong leadership and communication skills with the ability to guide junior staff.
• Proficiency in enterprise systems such as Workday and strong Excel/database skills.
• Ability to manage priorities and multiple deadlines with accuracy and accountability.

Minimum Requirements:

• Bachelor's degree in Accounting, Finance, Public Administration, or a related field required.
• 4–6 years of experience in research administration, grants billing, or accounts receivable management.
• Supervisory or team lead experience preferred.
• Familiarity with federal sponsor billing platforms (e.g., PMS, ASAP) and post-award financial systems (e.g., Workday, Cayuse) desirable.
• CRA or CFRA certification preferred but not required.