Sponsored Programs Invoicing & Collections Specialist

UNC Charlotte

Charlotte (NC)

On-site

USD 66,000 - 75,000

Full time

2 days ago

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Job summary

University of North Carolina in Charlotte is seeking a permanent Full-time Sponsored Programs Invoicing & Collections Specialist. This role handles invoicing and collections for externally funded sponsored programs and collaborates across offices to ensure timely billing and compliance with sponsor requirements.

The candidate will have a Bachelor’s degree in accounting/finance, at least two years of accounting or accounts receivable experience, and strong Excel/Banner skills to manage financial

Qualifications

Requires a Bachelor’s degree in accounting, finance, business administration, or related field.
Two (2) years of professional accounting/financial analysis/billing/accounts receivable experience.
Knowledge of accounting principles and financial reporting.

Responsibilities

Set up all billing events in Banner for sponsored awards and prepare invoices per sponsor instructions.
Monitor accounts receivable and cash variances; prepare internal status reports to identify delinquencies.
Coordinate across Invoicing, Cash Management, and Research Accounting teams to resolve issues and revise invoices as needed.
Serve as primary contact for invoicing and collections on sponsored awards.
Oversee collections of outstanding invoices following the sponsor collections process.
Assist with award closeouts by preparing final invoices and ensuring sponsor reporting requirements are met.
Monitor team inboxes and respond to inquiries in a timely manner.

Skills

Accounting knowledge

Organizational skills

Communication skills

Attention to detail

Task prioritization

Excel proficiency

Banner experience

Higher education experience

Research administration

Education

Bachelor’s degree in accounting/finance/business

Two years professional accounting/AR/billing experience

Tools

Banner

Microsoft Office

Google Suite

Job description

Sponsored Programs Invoicing & Collections Specialist

Please see Special Instructions for more details.

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.

“A skills assessment test will be administered to final candidates.”

Position Information

General Information

Position Number

Position Number 001368

Vacancy Open to

Vacancy Open to All Candidates

Working Title

Working Title Sponsored Programs Invoicing & Collections Specialist

Position Designation

Position Designation EHRA Non-Faculty

Employment Type

Employment Type Permanent - Full-time

Months per Year

Months per Year 12

Work Schedule

Hours per week 40

FLSA Status

FLSA Status Exempt

Division

Division Research

Department

Department Div of Research (Adm)

Work Location

Salary Range

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

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
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.

“A skills assessment test will be administered to final candidates.”

Posting Open Date

Posting Open Date 11/05/2026

Posting Close Date

Open Until Filled Yes

Proposed Hire Date

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