Associate Director, Billing And Collections

Department

Provost URA: Research Finance

About the Department

University Research Administration has the responsibility to review and provide institutional endorsement for all proposals to federal and other external sponsors (excluding gifts), assuring compliance with University policies and sponsor terms and conditions. URA is the institutional authority for the negotiation and acceptance of financial support or other contractually-binding obligations in the form of a contract, grant, or agreement, including material transfer agreements and clinical trials.

Job Summary

The Associate Director, Billing and Collections is responsible for leading a team that maintains and executes billing and collections activity, manages key relationships between the University and external partners, and monitors and reports on billing and collections for sponsored projects at the University of Chicago. In addition, the Associate Director will work with University and Department leadership to identify and implement enhancements to day-to-day billing, collections and revenue operations. The successful candidate will be analytical, proactive, solution-oriented, and possess exceptional communication skills. This individual will be self-motivated and have the ability to exercise sound judgement in prioritizing tasks.

Responsibilities for this position include: Manage a team of financial analysts responsible for federal drawdowns, invoicing, cash collection/application, reconciliation. This position requires the ability to effectively train new processes and convey detailed procedures. This position is expected to effectively collaborate with internal URA teams and facilitate cross collaboration.

The job manages a team of professional staff responsible for establishing and maintaining accounting policies and controls, fiscal controls, preparing financial reports and safeguarding assets. Develops strategy for accounting and financial records and reports.

Additional responsibilities include: dual review of funds to be drawn from Federal sponsors, issuing invoices to non-Federal sponsors, confirming all accounts are billed in accordance with the designated terms review and reconciliation of university bank accounts, sending overdue notices, and working cooperatively with inter-University teams on annual financial statements and reconciliation.

This position requires rapid proficiency in University of Chicago systems as well as a high level of proficiency in Excel. Incumbents are expected to review and interpret Sponsor payment terms.

Responsibilities

• Manages the day-to-day activities of the Billing & Collections Team within University Research Administration, providing leadership and oversight of billing and collections activities such as invoicing, dunning activity, process improvement and workload distribution.

• Provides guidance to staff on operational issues to ensure consistency and accuracy, train and mentor administrative support staff.

• Provides institutional endorsement on documents, on behalf of the Authorized Organizational Official.

• Communicates and collaborates effectively with university departments, sponsors, URA leadership and address /resolve issues both internally and with sponsors.

• Identifies reporting needs, works with developers to create/update reports and analyze team reports to ensure equitable work distribution and delegation of short-term, high-impact projects to direct reports.

• Applies independent judgement and knowledge of Uniform Guidance, GAAP, and university policies and procedures in performing all tasks to ensure compliance with federal sponsor requirements.

• Maintains and update sponsored accounting policies and procedures in accordance with regulatory requirements.

• Develops processes for the review of incoming sponsored awards to confirm billing is completed and payments are received and applied in accordance with sponsor requirements through the closeout of the award using Oracle Financials and Orbit (Oracle business intelligence tool) and ensure timely deposit and recording of payments received by check.

• Support and respond to internal and external audit data request.

• Contributes to cross-functional/department initiatives to improve billing and payment process and post-award accounting using Oracle Financials and Orbit.

• Oversees and supports Federal letter of credit draws, including review and approval of draw requests.

• Provides guidance for complex sponsor billing requirements and payment reconciliations through the award lifecycle.

• Collaborates with the Credit Union, Treasury, Financial Services, and Bursar's Office to ensure proper payment application.

• Liaise between federal sponsors, URA Post-Award Administrators, faculty and staff regarding billing and collections.

• Partners with URA Leadership and other business units/departments as needed.

• Addresses questions and issues related to billing and collections of sponsored projects.

• Coordinates with the URA training team to develop and implement training programs relating to issues of current importance in grant and contract management are communicated to and understood by the research administration community on campus.

• Manages professional staff. Establishes performance goals, allocates resources and assesses policies for direct subordinates.

• Advises and monitors accounting policies and controls, fiscal controls, preparing financial reports and safeguarding assets.

• Performs other related work as needed.

Minimum Qualifications

Education:

Minimum requirements include a college or university degree in related field.

Work Experience:

Minimum requirements include knowledge and skills developed through 7+ years of work experience in a related job discipline.

Certifications:

• --

Preferred Qualifications

Education:

• Bachelor's degree, in Accounting or finance.

• Advanced degree strongly strongly preferred.

Experience:

• Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting.

• A minimum of 5+ years of supervisory/management experience

• Knowledge of OMB's Uniform Guidance for Grants (2 CFR 200).

• Experience working in a sponsored programs research administration office, or in an academic environment.

• Experience with University of Chicago systems.

Technical Skills or Knowledge:

• Strong technical skills including the ability to work in research administration systems, sponsor system portals, and help desk ticketing systems. Ability to keep composure during stressful situations and creatively troubleshoot technical issues to timely resolutions.

• Proficiency in Microsoft Office Suite, especially Access, Excel (VlookUps, Index Match, Pivot Tables, custom formulas, etc.) along with Huron Research Suite (or similar).

• Experience with Oracle Financial including the related Grants Management modules.

• Advanced level proficiency working in business intelligence reporting tools. Able to quickly comprehend current reporting practices, troubleshoot issues, develop/create complex reports, and translate data once exported.

• Experience with data modeling and projections.

Preferred Competencies

• Leadership: Ability to inspire and motivate teams with a clear vision, ensuring all members understand their role in achieving overall project goals. Strong interpersonal skills to manage team dynamics, handle conflicts constructively, and maintain a positive team culture. Ability to connect short-term actions to long-term goals, ensuring alignment with organizational objectives.

• Independence: Work independently with a high degree of initiative, curiosity and minimal supervision. Willingness to learn new skills, take on new challenges, and ability to effectively interact and collaborate with all levels of university administrators and faculty members. Make decisions independently that will have downstream impacts on the management of sponsored projects.

• Communication Skills: Excellent oral and written communication skills with the ability to interact effectively with a diverse range of stakeholders, with faculty and administrative staff at the University, and close collaboration with all staff within the office of University Research Administration.

• Service Orientation: Positive, service-oriented attitude with a courteous demeanor, maintaining professionalism in all interactions. Ability to develop and manage interpersonal relationships.

• Discretion and Confidentiality: Ability to handle sensitive and confidential situations with absolute discretion and maintain confidentiality.

• Attention to Detail and Accuracy: Exceptional attention to detail and thoroughness in completing tasks accurately. Work on multiple projects simultaneously, set priorities, and meet deadlines.

• Organizational and Multitasking Skills: Strong organizational skills with the ability to multitask, meet deadlines, and navigate ambiguity in a fast-paced work environment. Interact by phone, email, online meetings or in person with faculty and administrative staff at the University and occasionally with staff of federal government, non-federal sponsors, and other institutions and organizations.

• Judgment and Project Management: Sound judgment with the ability to prioritize and anticipate potential issues and address them proactively.

• Adaptability and Feedback Reception: Stay current with technology and digital tools. Ability to maintain composure under pressure, work flexible hours as needed, and respond constructively to feedback.

Working Conditions

• Sit for 4 hours or more.

• Use computers extensively for 4 hours or more.

• Use standard office equipment and troubleshoot IT equipment in a remote/hybrid environment.

• Some evening and weekend work may be required.

Application Documents

• Resume/CV (required)

• Cover Letter (required)

• References Contact Information (3) (preferred)

When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.

Job Family

Financial Management

Role Impact

People Manager

Scheduled Weekly Hours

37.5

Drug Test Required

No

Health Screen Required

No

Motor Vehicle Record Inquiry Required

No

Pay Rate Type

Salary

FLSA Status

Exempt

Pay Range

$95,000.00 - $115,000.00

The included pay rate or range represents the University's good faith estimate of the possible compensation offer for this role at the time of posting.

Benefits Eligible

Yes

The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off. Information about the benefit offerings can be found in the Benefits Guidebook.

Posting Statement

The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.

Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.

All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.

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