Sponsored Programs Billing & Reporting Analyst

HU101 The Howard University; United States; Hybrid; USD 77,000 - 85,000; Full time

Benefits offered by this job

Health & Wellness

Work-Life Balance

Financial Wellness

Professional Development

Perks & Culture

Job summary

The Sponsored Programs Billing & Reporting Analyst at Howard University oversees end-to-end cash management and financial reporting for sponsored awards. You will prepare invoices, manage LOC drawdowns, ensure compliance with sponsor requirements and university policy, and support audit-ready documentation across a portfolio of grants.

Reporting to the Billing and Reporting Manager, you will collaborate with Treasury, post-award teams, and departments to maximize recoverable revenue while

Qualifications

• Bachelor's degree required in Accounting, Finance, Public Administration, or related field.
• At least 5 years of experience in sponsored program accounting, billing, drawdowns, or financial reporting (university/research setting preferred).
• Familiarity with PMS, ASAP, G5, and other federal LOC platforms.
• Experience with Workday and Cayuse is desirable.

Responsibilities

• Prepare and process invoices for grants and contracts following sponsor terms and deadlines.
• Prepare and submit financial reports (interim, annual, final) per sponsor terms and regulations.
• Monitor sponsor reporting deadlines and manage the reporting calendar to ensure timely submissions.
• Reconcile LOC drawdowns with Workday expenditure data.
• Coordinate with Treasury on cash receipts, allocations, and reconciliation of drawdowns and payments.
• Maintain audit-ready documentation and central repository of invoices/drawdowns.

Skills

Attention to detail

Cross-functional collaboration

Financial analysis

Microsoft Excel

Communication

Education

Bachelor's degree in Accounting, Finance, Public Administration, or related field

Tools

PMS

ASAP

G5

ACM$

Workday

Cayuse

Job description

The Talent Acquisition department hires qualified candidates to fill positions which contribute to the overall strategic success of Howard University. Hiring staff “for fit” makes significant contributions to Howard University’s overall mission. At Howard University, we prioritize well-being and professional growth. Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks: Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us! https://hr.howard.edu/benefits-wellness

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.
• Willingness to learn and follow established procedures and systems.

MINIMUM REQUIREMENTS

• Bachelor's degree in Accounting, Finance, Public Administration, or a related field required.
• At least 5 years of experience in sponsored program accounting, billing, drawdowns, or financial reporting; experience in a research or university setting preferred.
• Familiarity with PMS, ASAP, G5, and other federal LOC platforms.
• Familiarity with research administration systems (e.g., Workday, Cayuse) desirable.
• Experience working with financial documentation and databases preferred.

Hybrid Flexible Preferred

Compliance Salary Range Disclosure

Compensation Range: $77,000 -$85,000

Howard University is a comprehensive, research-oriented, historically Black private university providing an educational experience of exceptional quality to students of high academic potential with particular emphasis upon the provision of educational opportunities to promising Black students. Further, the University is dedicated to attracting and sustaining a cadre of faculty who are, through their teaching and research, committed to the development of distinguished and compassionate graduates and to the quest for solutions to human and social problems in the United States and throughout the world.

Howard University does not discriminate on the basis of race, color, national and ethnic origin, sex,sexual orientation,gender or gender identity, marital status, religion, disability or protected veterans status. Veterans and people with disabilities are encouraged to apply. Inquiries regarding provisions for persons with disabilities or veterans status, Equal Employment Opportunity and Title IX should be directed to the Office of Employee Relations and Equal Employment Opportunity at 202-806-1280. This position description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The university has the right to revise this position description at any time. This position description is not be construed as a contract for employment.