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Sponsored Programs Invoicing & Collections Specialist
Grant Cash Management is the unit within the Division of Research responsible for accounts receivable, invoicing, and collections on externally funded sponsored projects to the institution.
Primary Purpose of Position
This accounting position is responsible for all invoicing and collections of externally-funded sponsored programs, as well as assisting with external financial reporting.
Summary of Position Responsibilities
Essential Job Duties
- Set up all billing events in Banner for all federal pass-through and non-federal sponsored awards. Review all award documentation to prepare invoices for expenses incurred on each project. Ensure each invoice is on the required template and submitted according to sponsor-specific instructions.
- Monitor accounts receivable and cash received variances for sponsored awards to ensure timely billing and collections. Prepare Internal ad hoc status reports, as needed, to identify delinquent accounts, errors, collection issues, and any outstanding trailing transactions.
- Identify substantive issues and work across Grant Cash Management and with the Office of Sponsored Projects Administration (OSPA) and the Office of Research Services (ORS) to resolve. Make any necessary corrections and contact the sponsor with a revised invoice.
- Act as the University’s primary point of contact for questions about sponsored awards invoicing and collecting matters.
- Oversee collections of outstanding invoices on externally-funded sponsored programs, following the collections process for delinquent accounts. Document communications on all collection attempts from sponsors.
- Assist with award closeouts by preparing the final invoice in collaboration with the Office of Sponsored Projects Administration. Confirm with OSPA that the sponsor has received all reporting requirements prior to submitting the final invoice.
- Monitor Grant Cash Management’s invoicing/collections email inbox.
Other Work Responsibilities
- Responsible for the secure handling of sensitive and confidential information
- Other duties as assigned
Minimum Education/Experience
- Bachelor’s degree from an accredited college or university in accounting, finance, business administration, or a related field
- Two (2) years of professional experience in accounting, financial analysis, billing, or accounts receivable
- Knowledge of accounting principles and financial reporting
- Strong organizational and problem-solving skills and attention to details
- Ability to communicate clearly and professionally with internal and external stakeholders
- Ability to prioritize multiple tasks and meet strict deadlines
Preferred Education, Knowledge, Skills and Experience
- Experience working at an institution of higher education
- Experience in research administration
- Knowledge of Uniform Guidance, Banner, Microsoft Office and Google Suite
- Strong proficiency with Excel and experience working with Banner
Necessary Certifications/Licenses
N/A
Preferred Certifications/Licenses
N/A
Special Notes to Applicants
- The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
- The Search Committee will not contact references without first verifying permission with the finalist.
- Please ensure your resume reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions.
- UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits/benefits-overview/
Posting Open Date
04/02/2026
Posting Close Date
Open Until Filled
Yes
Proposed Hire Date
04/27/2026
If time-limited please indicate appointment end date
Contact Information
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