JOB PURPOSE:
The Sponsored Programs Billing & Reporting Analyst is responsible for the end-to-end cash management and financial reporting lifecycle of sponsored research awards, including invoice preparation, federal Letter of Credit (LOC) drawdowns, reconciliation, financial reporting, and supporting documentation. Reporting to the Billing and Reporting Manager, this position ensures timely, accurate, and compliant billing, cash recovery, and financial reporting for grants and contracts within their assigned portfolio in accordance with sponsor requirements, federal regulations, and University policy. The role plays a critical part in safeguarding the University's financial position by maximizing reimbursable revenue, meeting sponsor reporting deadlines, and maintaining audit-ready documentation.
SUPERVISORY AUTHORITY:
None.
NATURE AND SCOPE:
- The Sponsored Programs Billing & Reporting Analyst collaborates closely with the Billing and Reporting Manager, Post Award leadership, Treasury, post-award analysts, accountants, PI’s and departmental administrators to manage invoice processing, federal cash draws, financial reporting, and reconciliation activities for an assigned portfolio of sponsored awards. The position supports the University's research financial compliance and contributes to efficient grant billing, cash recovery, and sponsor reporting operations across the Office of Research.
PRINCIPAL ACCOUNTABILITIES:
- Prepare and process invoices for grants and contracts in alignment with sponsor billing terms and deadlines.
- Prepare and submit required financial reports (interim, annual, and final) for grants within the assigned portfolio in accordance with sponsor terms and federal regulations.
- Monitor sponsor reporting deadlines and proactively manage the reporting calendar to ensure timely submission.
- Prepare and reconcile monthly and quarterly federal Letter of Credit (LOC) drawdowns to Workday expenditure data.
- Verify draw and invoice eligibility, maintaining detailed logs, justifications, and supporting documentation.
- Process drawdowns through federal systems including PMS, ASAP, G5, and ACM$.
- Coordinate with Treasury to confirm cash receipts, allocations, and reconciliation of drawdown and invoice payments.
- Analyze research expenditures and labor distributions in Workday to support federal reporting, billing, and internal decision-making.
- Maintain a central repository of all invoice and drawdown documentation to ensure audit readiness.
- Communicate with departments on expiring awards, final balances, and final invoicing requirements.
- Support monthly reconciliation of invoices and drawdowns against general ledger data.
- Help resolve discrepancies or missing information in coordination with the Billing & Reporting Manager.
- Contribute to process improvement initiatives and cross-training within the billing team.
- Adhere to internal billing procedures and external sponsor requirements.
- Perform other duties as assigned to support billing, drawdown, financial reporting, and financial operations in the Office of Research.
CORE COMPETENCIES:
- Strong working knowledge of Uniform Guidance (2 CFR 200) as it relates to invoicing, drawdowns, and financial reporting.
- Understanding of sponsor financial reporting requirements (e.g., SF-425 Federal Financial Report) and reporting cycles.
- Familiarity with federal LOC platforms (PMS, ASAP, G5, ACM$) and sponsored billing processes.
- Strong reconciliation, financial analysis, and documentation skills.
- High attention to detail, accuracy, and organizational skills.
- Ability to manage multiple tasks, awards, and deadlines simultaneously.
- Excellent recordkeeping and file management skills.
- Proficiency in Microsoft Excel and other documentation systems; Workday Financials experience preferred.
- Customer service orientation and ability to communicate professionally with internal and external stakeholders.
