The Billing and Collections Specialist is responsible for activities associated with billing and collecting payments associated with sponsored projects at the University of Chicago.
Responsibilities for this position include: identifying funds to be drawn from Federal sponsors, issuing bills to non-Federal sponsors, confirming all accounts are billed in accordance with the designated paymode, claiming incoming wires, receiving payment and depositing accordingly. The individual is a member of a Team and must contribute to the team effort, as needed. This will involve assisting colleagues to ensure timely billing and collections as needed and to perform back-up duties during vacation or sick leaves of other billing and collections team staff.
Responsible for all university cash receipts related to sponsored projects including allocating checks, wires and ACH payments to their appropriate accounts.
Assists with Federal letter of credit draws and billing as needed.
Utilizes software and reports to monitor accounts receivable.
Makes inquiries concerning delinquent payments. Initiates investigation into missing payments.
Collaborates with Gifts, Credit Union, and Bursar's Office to ensure cash is appropriately applied.
Partner with Post Award Research Administrators, URA Contracting, and business units/departments as needed. Addresses questions and issues related to cash receipts of sponsored projects.
Maintain appropriate data entry into institutional systems and database for work related to the billing and collections of sponsored projects.
Gain and maintain thorough understanding of university and sponsor regulations. Continuously provide input toward improvement of the billing and collection process.
Complete other duties as assigned.
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
This position requires rapid proficiency in University of Chicago systems such as AURA, FAS, ACCTS, Business Objects and a high level of proficiency in Excel. Incumbents are expected to review Sponsor payment terms.
The position requires direct contact with administrative staff at the University, with faculty, and with sponsors. Customer service is a high priority of the office and civility and professionalism are required at all times.
This position requires the ability to review and process information within a computerized web system throughout most of the work-day Required
This position requires excellent verbal and written communication, strong organizational skills.
This position requires the ability to organize and prioritize workload during high-pressure, high-volume workload periods Required.
This position requires the ability to interact by phone, email 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.
Education, Experience or Certifications:
Bachelor's degree required.
Bachelor's degree in a business or Accounting field preferred.
A minimum two years of experience working with sponsored research administration in an academic environment preferred.
Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting preferred.
Knowledge of Federal Circulars applicable to universities (OMB A-21, A-110, A-133 or the Uniform Guidance) or interpretation of similar regulations is preferred.
Experience with University of Chicago systems such as AURA, FAS, ACCTS/PETS, and Business Objects preferred
Working Conditions and Physical Requirements:
Ability to work with various sponsor electronic systems required.
Rapid proficiency in the use of University of Chicago systems required.
Strong computer skills including word processing database management, and spreadsheet skills required.
Ability to interpret sponsor guidelines and regulations to ensure accurate response
Ability to manage detail-oriented workload required.
Good Negotiation skills required.
Ability to organize and prioritize workload during high-pressure, high-volume workload periods required.
Ability to exercise sound judgment, discretion, and tact required.
Ability to manage stress required.
Ability to handle multiple, concurrent tasks required.
Excellent verbal and written communication skills required.
Some travel may be required.
Ability to communicate in writing
Ability to communicate orally
Ability to develop and manage interpersonal relationships
Ability to exercise absolute discretion regarding confidential matters
Ability to pay attention to detail
Ability to work effectively and collegially with little supervision or as member of a team
Ability to work with frequent interruptions
Ability to sit for 4 hours or more
Ability to use computers extensively for 4 hours or more
Ability to travel to various on-campus locations on a daily basis
Ability to Use Standard Office Equipment
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
The University of Chicago is an Affirmative Action/Equal Opportunity/Disabled/Veterans Employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via the Applicant Inquiry Form.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Internal Number: JR03260
About University of Chicago
One of the world's premier academic and research institutions, the University of Chicago has driven new ways of thinking since our 1890 founding. Today, UChicago is an intellectual destination that draws inspired scholars to our Hyde Park and international campuses, keeping UChicago at the nexus of ideas that challenge and change the world.