Sponsored Programs Billing Supervisor

Old Dominion University; Norfolk (VA); On-site; USD 70,000 - 110,000; Full time

Job summary

Old Dominion University is seeking a Sponsored Programs Billing Supervisor to oversee the billing function for a large portfolio of sponsored research projects within Sponsored Programs Administration. You will ensure accurate invoices in line with sponsor agreements, federal regulations, and institutional policies.

Responsibilities include approving billing transactions, preparing detailed invoices, tracking unbilled receivables, and supporting monthly and year-end reporting.

Qualifications

• Master’s degree in accounting, finance, or business administration, or a bachelor’s degree with equivalent professional experience.
• Considerable knowledge of Microsoft Office Suite, including Excel and Word.
• Working knowledge of financial transaction processing, billing practices, and accounts receivable functions.
• Knowledge of federal, state, sponsor, and institutional policies related to financial management and billing compliance.
• Ability to manage multiple deadlines and a high-volume workload.
• Strong analytical and problem-solving skills.

Responsibilities

• Supervise the billing function for sponsored research projects within Sponsored Programs Administration.
• Review and approve billing transactions and prepare detailed invoices for complex projects.
• Track unbilled receivables and support monthly, quarterly, and year-end financial reporting and audit preparation.
• Serve as a technical resource for complex billing questions and coordinate with Controllers and campus partners to resolve issues.
• Provide leadership and guidance to billing staff, support training and workload coordination, and help develop billing procedures.

Skills

Verbal communication

Written communication

Attention to detail

Time management

Leadership

Collaboration

Analytical thinking

Discretion/confidentiality

Education

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

Tools

Microsoft Excel

Microsoft Word

Billing systems

Financial systems

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.

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.

Minimum Qualifications

• 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.