"Invoicing and Accounts Receivable Manager"

Overview

Responsible for the oversight of the sponsored award invoicing, collections, cash management support, and AR functions. Leads the training and professional development of a team. Works closely with SPFA leadership to identify and promote external and internal collaborations. Fosters the development of the team to ensure quality of work outputs and service to the research community. Recommends improvements to systems, methods, practices, policies, and procedures through metrics and team KPIs. Supports innovation and special projects as needed.

Reporting to the Director of Sponsored Projects Financial Administration (SPFA), the Manager of Invoicing and Cash Management, is responsible for overseeing the billing, collections of nonLOC (Letter of Credit) grant and contract funds. Manages and develops a team to achieve optimal high performance and provide efficient service delivering to both internal and external customers. The Manager will work closely with the Financial Reporting unit of Sponsored Project Financial Administration (SPFA) to identify cash-related issues and prepare cash-related reports and analysis. This position will also work closely with the Award Setup unit in SPFA to identify, troubleshoot, and resolve award setup issues. The Manager will also work closely with the Director and SPFA Leadership team in leading initiatives that lead to system and business improvements. The manager will also support the development and continuous improvements of data quality assurances and metrics.

Principal Responsibilities

1. Provides institutional signature and certification on all sponsored invoices to agencies for payment.
2. Supervises and trains a team.
3. Responsible for Managing the Invoicing and AR unit.
4. Reviews, edits and updates policies and procedures related to invoicing, accounts receivable management and as needed policy support for the institution. This position is responsible for ensuring that relevant policies and standard operating procedures stay up-to-date and accurate.
5. Keep up to date on sponsor requirements, university policies and state and federal regulations.
6. Supports all internal and external audit requests from university and SPFA leadership.
7. Reviews, analyses and ensures area data supports proper metrics and dashboard figures for area.
8. Provides banking information as required by sponsor agencies.
9. Verifies and approves all work to ensure timely and accurate billing.
10. Ensures production of cost and installment invoices for non-LOC sponsored awards and verifies all invoices are ready for certification and approval.
11. Oversees the accuracy of applying cash receipts on sponsored awards to the General Ledger.
12. Prepares reconciliation and management reports to identify and lead resolution on cash related issues.
13. Communicates with internal contacts and external sponsors to identify collection issues. Oversees the collection activity to ensure collection and maintenance of documentation on University's due diligence in collection efforts. Escalates collections matters to SPFA leadership as part of collections processes.
14. Calculates interest owed on cash balances for selective non-Federal awards and record interest on a monthly/quarterly basis.
15. Following University procedures, periodically prepares a list of awards for management to review potential write-offs.
16. Collaborates with the Financial Reporting unit to identify and resolve invoicing and AR issues.
17. Works to identify process improvement opportunities and streamline unit activities. Identifies opportunities for cross training and collaboration with SPFA.
18. Reviews, updates and leads unit specific internal and external trainings. Supports SPFA presentations and development of training materials, reference guides, SOPs and any other materials/tools to continuously improve post award financial training.
19. Supports all record retention policies of the university.
20. Participates in SPFA initiatives and projects as needed.

Required Skills and Abilities

1. Comprehensive knowledge of grant accounting and analysis, internal control, risk management, and financial systems. Sponsored grant related experience in a university or non-profit environment. Demonstrated ability to lead teams as well as perform as an effective team member of university leadership.
2. Demonstrated high-level analytical skills and problem-solving skills. Experience with analyzing large volume of financial information. Proficient in managing a complex sponsored portfolio and demanding deadlines. Organized and demonstrates elevated attention to detail.
3. Ability to read and accurately interpret policies, procedures, regulations, and guidelines. Excellent written and verbal communication skills and ability to adapt to communications style to address the needs of the department.
4. Microsoft Excel and ability to effectively translate financial information independently. Experienced user of Excel and Word and overall Microsoft systems.
5. Demonstrated application of financial, accounting, and economic/grant accounting concepts.

Preferred Skills and Abilities

1. Dual degrees in Accounting and Information Systems, sponsored grant related experience in a university or non-profit environment.
2. Knowledge of Workday financial systems or other ERP, financial integrated business systems.
3. Familiarity with reporting tools, Power BI preferred but not required.
4. Knowledge of Uniform Guidance, federal regulations, nonfederal sponsors, and industry awards.
5. Experience with grant and contract accounting and comprehensive knowledge of Yale University's administrative and financial policies and procedures.

Required Education and Experience

Bachelor’s Degree in related field and six years of related experience or an equivalent combination of education and experience.