Sponsored Programs Invoicing & Collections Specialist
University of North Carolina Charlotte, Charlotte, NC, United States
Sponsored Programs Invoicing & Collections Specialist
Please see Special Instructions for more details.
Position Information Position Number: 001368
Vacancy Open to: All Candidates
Working Title: Sponsored Programs Invoicing & Collections Specialist
Position Designation: EHRA Non-Faculty
Employment Type: Permanent - Full-time
Months per Year: 12
Work Schedule: 8:00 am - 5:00 pm; Monday - Friday
Hours per week: 40+ Exempt
FLSA Status: Exempt
Division: Research
Department: Div of Research (Adm)
Work Location: Cameron Hall
Salary Range: $65,783 - $75,000
Primary Purpose of Department 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
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 Details Posting Open Date: 04/02/2026
Open Until Filled: Yes
Proposed Hire Date: 04/27/2026
Required Documents
Resume / Curriculum Vitae
Cover Letter / Letter of Interest
Contact Information for References
Optional Documents Optional documents are not required.
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Position Information Position Number: 001368
Vacancy Open to: All Candidates
Working Title: Sponsored Programs Invoicing & Collections Specialist
Position Designation: EHRA Non-Faculty
Employment Type: Permanent - Full-time
Months per Year: 12
Work Schedule: 8:00 am - 5:00 pm; Monday - Friday
Hours per week: 40+ Exempt
FLSA Status: Exempt
Division: Research
Department: Div of Research (Adm)
Work Location: Cameron Hall
Salary Range: $65,783 - $75,000
Primary Purpose of Department 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
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 Details Posting Open Date: 04/02/2026
Open Until Filled: Yes
Proposed Hire Date: 04/27/2026
Required Documents
Resume / Curriculum Vitae
Cover Letter / Letter of Interest
Contact Information for References
Optional Documents Optional documents are not required.
#J-18808-Ljbffr