Sponsored Programs Billing Supervisor

Commonwealth of VA Careers; Norfolk (VA); On-site; USD 65,000 - 85,000; Full time

Job summary

Commonwealth of VA Careers seeks a Sponsored Programs Billing Supervisor in Norfolk, VA, to oversee billing for a large, complex portfolio of sponsored projects. The role ensures accurate invoices, compliance with sponsor agreements, and adherence to institutional policies.

The position leads billing staff, coordinates training, and improves billing procedures while supporting financial stewardship and timely recovery of funds for university-sponsored research.

Qualifications

• Master’s degree in accounting, finance, or business administration, or equivalent experience.
• Proficient in Excel and Word; familiarity with billing systems.
• Knowledge of planning and leadership; resource coordination.
• Experience with grant/contract billing and financial management.
• Familiarity with federal, state, sponsor, and institutional policies.
• Strong organizational and time-management skills.
• Strong analytical reasoning and problem-solving.
• Attention to detail with accuracy and thoroughness.
• Ability to maintain confidentiality.
• Strong verbal and written communication; collaboration with stakeholders.

Responsibilities

• Oversee invoicing and accounts receivable for grants and contracts.
• Review and approve billing transactions and monitor unbilled receivables.
• Prepare detailed invoices and support monthly/quarterly/year-end reporting.
• Serve as a technical resource for complex billing questions.
• Collaborate with Controller and campus partners to resolve issues.
• Develop and improve billing procedures and processes.
• Provide leadership and guidance to billing staff.
• Support training and workload coordination.
• Support financial stewardship and timely recovery of funds.
• Familiarity with federal research compliance is beneficial.

Skills

Excel

Billing

Accounts receivable

Communication

Time management

Attention to detail

Confidentiality

Leadership

Policy compliance

Grant/contract billing

Federal regulations knowledge

Education

Master’s degree in accounting, finance, or business administration

Bachelor’s degree with equivalent experience

Tools

Microsoft Office Suite

Billing systems

Job description

Title: Sponsored Programs Billing Supervisor

Agency: VP FOR RESEARCH

Location: Norfolk, VA

FLSA: Exempt

Hiring Range:

Full Time or Part Time:

Additional Detail

Job Description

The Sponsored Programs Billing Supervisor supervises the billing function for sponsored research projects within Sponsored Programs Administration and oversees invoicing and accounts receivable activities for a large and complex portfolio of grant and contract-funded projects. The Sponsored Programs Billing Supervisor ensures invoices are prepared accurately and in accordance with sponsor agreements, federal regulations, and institutional financial policies while supporting the effective financial management of sponsored program funds.

Responsibilities include reviewing and approving billing transactions, preparing and monitoring detailed invoices for complex projects, tracking unbilled receivables, and supporting monthly, quarterly, and year-end financial reporting and audit preparation. The position serves as a technical resource for complex billing questions and works closely with the Controller and campus partners to resolve billing issues, ensure compliance with sponsor requirements, and support consistent billing practices across Sponsored Programs Administration.

The Sponsored Programs Billing Supervisor provides leadership and guidance to billing staff, supports training and workload coordination, and contributes to the development and improvement of billing procedures and operational processes. This role plays an important part in supporting the financial stewardship and timely recovery of sponsored research funds for the university. Experience working with grant or contract billing and familiarity with federal research compliance requirements is beneficial for success in this role.

Minimum Qualifications

• Master’s degree in accounting, finance, or business administration, or a related field. Or a bachelor’s degree in one of the afore mentioned fields with professional experience equivalent to a master’s degree in a related area..
• Considerable knowledge of Microsoft Office Suite, including Excel and Word; working knowledge of billing or financial systems preferred.
• Working knowledge of business and management principles, including planning, resource allocation, leadership techniques, and coordination of people and resources.
• Considerable knowledge of financial transaction processing, billing practices, and accounts receivable functions, preferably within a grant or contract-funded environment.
• Working knowledge of federal, state, sponsor, and institutional policies related to financial management and billing compliance.
• Considerable organizational and time-management skills to manage multiple deadlines, priorities, and a high-volume workload.
• Considerable logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Considerable attention to detail, including the ability to complete tasks with accuracy and thoroughness across all areas.
• Basic ability to maintain confidentiality and handle sensitive financial and personnel information with discretion.
• Considerable ability to communicate effectively, both verbally and in writing, and to collaborate with internal and external stakeholders.

Additional Considerations

• Working or considerable knowledge of sponsored programs administration, including grant or contract billing
• Considerable experience interpreting and applying federal regulations (e.g., Uniform Guidance)
• Professional certification (e.g., CPA, CGFM, or similar) or progress toward certification
• Master’s degree in accounting, finance, or business administration