Research Cash Specialist

UMass Boston•Boston, MA

About The Position

Reporting to the Manager of Sponsored Finance, the Research Cash Specialist (RCS) supports the daily financial operations related to cash management across all research funding sources. This role is responsible for processing, tracking, and reconciling incoming payments, deposits, and wire transfers related to sponsored programs, internal research awards, research-related gifts, core facilities, venture development, and other research-related revenue. The Research Cash Specialist collaborates closely with Financial Research Administrators (FRAs) and the Campus Banking Office to help ensure accurate recording of revenue, timely identification of payment discrepancies, and coordination of collection activities. This position plays an important role in maintaining the financial integrity of research accounts and supporting smooth cash operations within the ORSP post-award team.

Requirements

Bachelor's degree in accounting, finance, or a related field, and 5-7 years of relevant experience.
Advanced familiarity with accounting principles and cash management practices.
Advanced proficiency in Excel (e.g., formulas, formatting) and quick learner of financial/accounting systems.
Manages assigned tasks with guidance, collaborating effectively with staff; escalates issues as needed.
Accuracy and consistency in processing financial transactions and reviewing supporting documentation.
Eagerness and able to learn university and sponsor requirements related to research finance and revenue management.

Nice To Haves

Teamwork and Collaboration: Contributes positively to a team-oriented environment; actively engages with colleagues to resolve issues, share information, and support collective success; demonstrates respect for diverse perspectives and maintains a solution-focused approach in interactions.
Multi-Tasking and Prioritization: Ability to manage multiple tasks simultaneously, independently reprioritize workload as needed, and proactively resolve problems appropriate to their level of responsibility.
Attention to Detail: Maintains high accuracy in processing deposits, verifying transactions, and reconciling accounts; demonstrates consistency and thoroughness in reviewing financial records.
Professionalism and Integrity: Handles confidential and sensitive information responsibly; maintains professional conduct aligned with institutional policies and sponsor requirements.
Customer Service Orientation: Provides courteous and responsive service to internal stakeholders, including FRAs, department staff, and central offices; communicates effectively when coordinating payment or collections-related questions.
Communication Skills: Uses clear written and verbal communication to document cash activities, follow up on outstanding payments, and escalate discrepancies appropriately.
Adaptability and Learning Agility: Embraces new responsibilities as organizational needs evolve and demonstrates readiness to learn new systems, regulations, and institutional practices.
Critical Thinking and Problem Solving: Identifies potential issues, assesses options, and takes appropriate action; seeks input when needed and escalates appropriately while maintaining ownership of tasks.
Time Management: Manages responsibilities and deadlines efficiently and with accountability, following through on deliverables with minimal oversight.

Responsibilities

Accurately records and applies incoming cash, check deposits, and wire transfers across all Research Finance accounts, including sponsored programs, internal awards, core facilities, venture development, tech transfer, and research gifts; confirms receipt details with FRAs and ensures proper account coding; assists with identification and resolution of unapplied or misrouted funds.
Monitors and reconciles research clearing accounts to ensure timely resolution of unidentified or misapplied deposits across all research funding sources; collaborates with FRAs to investigate payment discrepancies, maintain clean records, and track recurring issues to support process improvement.
Maintain the Open AR Aging and cash-related reports, document collection activities, and support related internal controls.
Prepares and processes journal entries to reclassify, correct, or refund cash transactions as needed; confirms entries are properly supported and align with sponsor or internal documentation; ensures proper coordination with research finance staff.
Works with FRAs to monitor outstanding receivables and assists in coordinating collections across all research funding types; ensures all internal steps are completed before sponsor or stakeholder contact; ensures internal procedures are completed prior to escalation.
Works with the Campus Banking Office to ensure incoming payments through CBO are properly identified and reclassed to research in a timely manner; coordinates the reclass of unidentified payments to CBO for inclusion on the unclassified list.
Supports the ACH and vendor setup process by collecting and verifying necessary documentation; coordinates with university financial offices to ensure timely setup for research-related disbursements and incoming funds.
Maintains organized records of transactions, cash receipts, and adjustments; participates in quality control activities and tracks common cash application errors or processing delays to support ongoing process improvement efforts.
Assists with year-end financial closeout and audit preparation tasks as directed by the Associate Director; ensures proper documentation is maintained for reconciliations and payment activity to support institutional compliance.
Performs ad-hoc assignments and assists with special projects, reporting tasks, or institutional initiatives as assigned; may support urgent operational needs or provide backup coverage as needed.