Billing Specialist of Sponsored Programs

Ivy Tech Community College • Indianapolis, IN

1d • Hybrid

About The Position

The Billing Specialist of Sponsored Programs position performs duties relating to preparing and tracking invoices to agencies for Sponsored Programs, updating and maintaining grant budgets, preparing cost transfer journal entries, and tracking and reporting grants information. This role involves reviewing newly established awards, preparing and submitting invoices, extracting and analyzing transaction history, maintaining records of awards and invoices, and communicating with internal and external collaborators. The specialist will also prepare and initiate cost transfer and budget entries, maintain familiarity with award materials, process deposits, update sponsor contact information, initiate sponsored programs board reports, and add/update award information in the ERP system. The position requires applying independent judgment and knowledge of compliance standards and College policies. The specialist will stay abreast of changing regulations, assist in developing standard operating procedures, cross-train with staff, and serve as a resource for award-specific and general questions. Maintaining files and utilizing project management software are also key responsibilities. All responsibilities must be conducted within the parameters of FERPA and other applicable regulatory requirements and professional standards.

Requirements

• Associate degree in Finance, Accounting, Business Administration or related field with two or more years of direct experience in billing and budgeting is required.
• Strong math skills and the ability to extract, process and analyze data in Excel using formulas and charts are required.
• Knowledge and experience with Microsoft Office Suite are necessary.
• Proficiency using Excel, Outlook and Adobe (creating, combining PDFs) is required.
• Ability to review and understand compliance documents such as award agreements, budgets, and sponsor guidelines is essential.
• Must have ability to exercise interpersonal skills in establishing and maintaining effective working relationships with College constituents.
• This position has frequent contact with outside stakeholders (sponsors, agencies, etc.) requiring tact and diplomacy.
• High quality organizational and problem-solving skills, attention to detail, self-disciplined, and ability to handle a high volume of transactions and work with a team player mentality are essential skills for this position.
• Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.

Nice To Haves

• Bachelor's degree in Finance, Accounting, Business Administration or related field and two years grants management or invoice experience is preferred.
• Work experience specifically in non-profit or higher education grant accounting is preferred.
• Experience in Workday Finance and/or Grants is preferred.

Responsibilities

• Review materials for newly established awards, including contracts and budget documents, to determine billing and fiscal reporting schedules; identify award-specific invoice templates and support requirements; and ascertain a base understanding of allowable costs and budget modification guidelines.
• Prepare and submit invoices for Sponsored Programs awards per sponsor schedule, including performing a high-level review of budget-to-actual expenditures to ensure that grant expenses are in compliance with award budgets.
• Extract, analyze, and prepare detailed transaction history and/or invoice support documentation for payroll, procurement, travel, journal entries, payment history, effort certification, and other award transactions as required for attachment to invoices.
• Maintain a record of all assigned Sponsored Programs awards and a schedule of invoices due, completed, and paid.
• Communicate effectively with internal collaborators such as Sponsored Programs Grant Officers, Project Directors, and Campus financial and administrative staff regarding invoices, award expenditures, and payments.
• Monitor invoice aging and initiate follow-up inquiries with the external funders and internal collaborators as needed.
• Prepare and/or initiate cost transfer and budget entries in the ERP system, including gathering necessary backup documentation that meets College policy and general audit standards.
• Maintain familiarity with relevant award materials, including Sponsored Programs forms, award contracts and subsequent amendments, budgets, and other relevant materials, in order to ensure the accuracy of budget entries and invoices.
• Process check and/or ACH deposits in the ERP and assemble support and reporting as directed by supervisor.
• Update sponsor contact information in the ERP system as needed, including adding/updating agency billing contacts and schedules/events.
• Initiate sponsored programs board reports and coordinate with sponsored programs grants officers to reconcile them with their records.
• Add new and update existing award information in the ERP, including but not limited to award data, grant-level data, security roles, attachments, F&A rate agreements, billing schedules, and finance worktags.
• Apply independent judgment and knowledge of general sponsored programs compliance standards and College policies and procedures in performing all tasks in order to contribute to the overall Sponsored Programs objective to ensure successful submission, award, and management of sponsor grant funding.
• Stay abreast of changing regulations and best practices for grants management.
• Actively engage in the development and updating of Sponsored Programs standard operating procedures and training materials.
• Cross-train with other Sponsored Programs staff and assist as a backup as needed.
• Serve as a resource to other Sponsored Programs and Business Affairs staff in identifying and/or resolving award-specific and general questions, including responding to information requests related to grant monitoring, reviews, and audits.
• Maintain files (electronic and paper) per College policies and procedures.
• Utilize required project management software and participate in department and College strategic planning sessions as directed.
• Other duties logically associated with this position may be assigned.
• All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Benefits

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
• Dental plan with no-cost preventive services and coverage for orthodontia
• Vision plan with low-cost exams and allowances for glasses or contact lenses
• Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
• Wellness program with opportunities to earn $250 in Wellness Rewards
• Flexible Spending Accounts for healthcare (limited purpose) and dependent care
• 10% employer retirement contribution, fully vested after two years
• Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
• Short-term and long-term disability benefits
• Fee remission for employees, spouses, and dependent children
• Tuition assistance for undergraduate, graduate, and doctoral programs
• 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)
• Paid parental leave (4 weeks)
• Eligibility for Public Service Loan Forgiveness
• Additional discounts on gym memberships, transportation, and various retail services

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree