The posting
Department
Provost URA: Billing & Collections
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 Financial Analyst is responsible for activities associated with billing and collecting payments associated with sponsored projects at the University of Chicago. 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: identifying funds to be drawn from Federal sponsors, issuing bills to non-Federal sponsors, confirming all accounts are billed in accordance with the designated payment terms, claiming incoming wires, receiving payment and depositing accordingly.
This position requires rapid proficiency in University of Chicago systems such as AURA, Oracle, Orbit,Business Objects, PMS, Research.gov, Grants.gov and other external agency systems strongly preferred as well as 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.
Requires knowledge and experience in own discipline, while still acquiring higher-level knowledge and skills. Builds knowledge of the organization, processes, and customers. Solves a range of problems. Analyzes possible solutions using standard procedures. Receives a moderate level of guidance and direction.
Responsibilities
- Facilitates fiscal operations for federal funding (direct and pass through).
- Liaisons between federal financial managers and university faculty and their program officers, regarding award modifications.
- Coordinates between department administrators and URA Post Award Administrators.
- Applies independent judgement and knowledge of Uniform Guidance, GAAP, and university policies and procedures in performing all tasks to ensure compliance to federal sponsor requirements.
- Reconciles university and federal systems related to expenditures and income.
- Responsible for all university billing related to a specific sponsor.
- Identifies and resolves invoicing problems and issues.
- Performs detailed analysis of projects to proactively manage timely billing process, using university business intelligence reporting tools.
- Analyzes key reports for data integrity; diagnose errors and make necessary correcting errors.
- Collaborates with the Credit Union, Treasury, and Bursar’s Office to ensure cash is appropriately applied.
- Partners with Post Award Research Administrators, URA Contracting, and business units/departments as needed. Addresses questions and issues related to billing and collections of sponsored projects.
- Maintains appropriate data entry into institutional systems and database for work related to the billing and collections of sponsored projects.
- Gains and maintains thorough understanding of university and sponsor regulations.
- Continuously seeks opportunities and provide input toward improvement of the billing and collection process.
- Performs a variety of operating or cost accounting activities which require moderate knowledge of accounting theories and principles.
- Interprets accounting records for the purpose of determining gains and losses, receipts and disbursements, and inventory.
- Has a moderate/high level of authority in drafting income and balance sheet statements, consolidated statements, and various other accounting statements and reports.
- 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 2-5 years of work experience in a related job discipline.
Certifications:
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Preferred Qualifications
Education:
- Bachelor's degree, in Accounting field strongly preferred.
- Advanced degree.
Experience:
- Relevant experience interpreting sponsored research grants and contracts, and working with budgets, ledgers, invoices and fiscal reporting.
- Knowledge of the Uniform Guidance or interpretation of similar regulations strongly preferred.
- Knowledge of Generally Accepted Accounting Principles (GAAP).
- Experience working in a sponsored programs research administration office, or in an academic environment.
- Experience with University of Chicago systems such as AURA, FAS, ACCTS/PETS, and Business Objects.
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 Excel (VlookUps, Index Match, Pivot Tables, custom formulas, etc.) along with Huron Research Suite (or similar).
- Experience and advanced level proficiency working in Business Objects. Able to quickly comprehend current reporting practices, troubleshoot issues, develop/create complex reports, and translate data once exported.
- Strong computer skills including word processing, database management and spreadsheet skills (Microsoft Office suite and Adobe suite a must).
- Ability to develop proficiency and work with various sponsor/third-party electronic systems.
Preferred Competencies
- 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
- 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.
- 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)
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
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
Individual Contributor
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
$60,000.00 - $80,000.00
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.
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: http://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.
