Position Information
General Information
Position Number 001368 Vacancy Open to All Candidates Working Title Sponsored Programs Invoicing & Collections Specialist Position Designation EHRA Non-Faculty Employment Type Permanent - Full-time Months per Year 12 Work Schedule
8:00 am - 5:00 pm; Monday - Friday
Hours per week 40 FLSA Status Exempt Division Research Department Div of Research (Adm) Work Location Cameron Hall Salary Range $65,783 - $75,000 Primary Purpose of Department
The Office of Sponsored Research Administration is the central administrative and financial backbone of UNC Charlotte's thriving research enterprise as a premier Carnegie R1 institution. Acting as the university's Authorized Organizational Representative, the Office of Sponsored Research Administration manages the institution's externally funded research portfolio and serves as the official liaison between investigators and global funding sponsors, including federal agencies, state partners, foundations, and industry leaders.
The Office of Sponsored Research Administration supports faculty, staff, and institutional partners through the entire grant lifecycle by ensuring excellence in research stewardship, administrative management, and complete fiscal compliance:
- Pre-Award: Facilitates proposal and budget development, ensures adherence to sponsor guidelines, and manages the official institutional proposal submission process.
- Award Acceptance & Negotiation: Reviews, negotiates, and executes legally binding contracts, grants, subawards, and related research agreements on behalf of the university.
- Post-Award Management: Oversees non-financial award modifications, no-cost extensions, personnel actions, scope changes, and institutional compliance tracking. In addition, works with PIs and departments on financial tracking of sponsored projects.
- Non-Federal Sponsor Invoicing: Manages the preparation, verification, and timely submission of invoices and billing milestones to corporate, foundation, municipal, and state sponsors to ensure steady funding streams.
- Research Accounting & Financial Compliance: Manages financial award setup and budget entry, monitors transaction allowability and cost-share reporting, prepares fiscal reports for sponsors, oversees subrecipient monitoring, and directs the final financial closeout and audit readiness of sponsored funds.
Primary Purpose of Position
This accounting position is responsible for all invoicing and collections of externally funded sponsored programs, as well as assisting with external financial reporting.
Summary of Position Responsibilities
Essential Job Duties
- Set up all billing events in Banner for all federal pass-through and non-federal sponsored awards. Review all award documentation to prepare invoices for expenses incurred on each project. Ensure each invoice is on the required template and submitted according to sponsor-specific instructions.
- Monitor accounts receivable and cash received variances for sponsored awards to ensure timely billing and collections. Prepare Internal ad hoc status reports, as needed, to identify delinquent accounts, errors, collection issues, as well as any outstanding trailing transactions.
- Identify substantive issues and work across the Invoicing & Sponsored Cash Management Team and with the Research Accounting & Financial Compliance Team and the Office of Sponsored Research Administration to resolve. Make any necessary corrections and contact the sponsor with a revised invoice.
- Act as the University's primary point of contact for questions pertaining to sponsored awards invoicing and collection matters.
- Oversee collections of outstanding invoices on externally funded sponsored programs following the collections process for delinquent accounts. Document communications on all collection attempts from sponsors.
- Assist with award closeouts by preparing final invoice in collaboration with the Office of Sponsored Projects Administration. Confirm with the Research Accounting & Financial Compliance Team that the sponsor has received all reporting requirements before submitting the final invoice.
- Monitor the Invoicing & Sponsored Cash Management Team invoicing/collections email inbox.
Other Work Responsibilities
- Responsible for secure handling of sensitive and confidential information
- Other duties as assigned
Minimum Education/Experience
- Bachelor's degree from an accredited college or university in accounting, finance, business administration, or a related field
- Two (2) years of professional experience in accounting, financial analysis, billing, or accounts receivable
Preferred Education, Knowledge, Skills and Experience
- Knowledge of accounting principles and financial reporting
- Strong organizational and problem-solving skills and attention to details
- Ability to communicate clearly and professionally with internal and external stakeholders
- Ability to prioritize multiple tasks and meet strict deadlines
- Experience working at an institution of higher education
- Experience in research administration
- Knowledge of Uniform Guidance, Banner, Microsoft Office and Google Suite
- Strong proficiency with Excel and experience working with Banner
Necessary Certifications/Licenses
N/A
Preferred Certifications/Licenses
N/A
Special Notes to Applicants
- The finalist will be subject to a Criminal Background Check and/or a Motor Vehicle Report
- The Search Committee will not contact references without first verifying permission with the finalist.
- Please ensure your resume reflects the knowledge, skills, abilities, and experiences to support your answers to the supplemental questions.
- UNC Charlotte Benefits Information: https://hr.charlotte.edu/benefits/benefits-overview/
"A skills assessment test will be administered to final candidates."
Posting Open Date 11/05/2026 Posting Close Date Open Until Filled Yes Proposed Hire Date 12/01/2026 If time-limited please indicate appointment end date Contact Information
Posting Specific Questions
Required fields are indicated with an asterisk (*).
- How did you hear about this employment opportunity?
UNC Charlotte Website
HERC Job Board
Inside Higher Education
Mitratech Circa (formerly known as Local JobNetwork)
Another Website
Agency Referral
Advertisement/Publication
Personal Referral
Other
Where did you learn about this posting?
(Open Ended Question)
- This position requires a Bachelor's degree from an accredited college or university in accounting, finance, business administration, or related field and two (2) years of professional experience in accounting, financial analysis, billing, or accounts receivable. Do you meet these requirements?
- Yes
- No
Applicant Documents
Required Documents
- Resume / Curriculum Vitae
- Cover Letter / Letter of Interest
- Contact Information for References
Optional Documents