SPAR Grant Coordinator

Position Overview

The day-to-day research administration activities for the University of Kansas Office of Research, Sponsored Project Accounts Receivable (SPAR) will be conducted by SPAR Grant Coordinators and Grant Officers. The primary responsibilities will be to provide auditable billing support for all sponsored project accounts in a timely manner, to alleviate any delay of payment and prevent any cash-flow issues for the KU Center for Research.

This position will work closely with Award Management Services (AMS), and will be responsible for Grant billing and reporting responsibilities including the preparation of billings to the federal government, state agencies, private agencies and industry; preparing and drafting of timely reports based on specific agency guidelines; reviewing of each award document to determine the timing, nature and complexity of the billings and reports required; monitoring outstanding bills and contacting granting agencies when invoices are past due; and ensuring that all required documents are retained as necessary for future audits before closing the internal account records for a reported period.

The incumbent for this position is expected to have excellent interpersonal, verbal, written and communication skills; customer service orientation and the ability to work with a wide constituency; excellent accuracy and attention to detail, effective time-management, follow-through and organizational skills; ability to function calmly in stressful situations and under pressure of deadline; ability to work independently and collaboratively in a team environment.

This position is designated as fully remote, meaning most activities will be performed from an agreed-upon off-campus location. Some in-person activities may be required on occasion.

Due to complex state employment laws, the University of Kansas may be unable to hire fully remote workers for this position outside of Kansas. Specifically, we cannot currently offer employment to candidates residing in the following states: California, Delaware, Idaho & Minnesota. We appreciate your understanding and invite interested individuals from eligible states to apply.

Job Description

60% Invoice Management

• Create invoices, monthly and quarterly FFRs (SF425), and any other required financial reporting in collaboration with AMS, by reviewing expenditures, cost share, matching funds, and Facilities & Administrative (F&A) costs and preparation of billings/reports to the federal government, state agencies, not for profit organizations, foundations and industry.
• Review award documents to determine the timing, nature and complexity of the billings and enter into to the Financials in the Cloud (FITC) Grants system for Accounts Receivable (AR) and Invoicing.
• Provide backup for drawdowns from federal agencies, such as but not limited to the National Science Foundation (NSF), United States Department of Education (USDE), National Institutes of Health (NIH) as assigned, using federal systems such as but not limited to Automated Standard Application for Payments (ASAP), Wide Area Workflow (WAWF), reporting in Grant Solutions, etc.
• Potential assignment of invoice and reporting for awards with high security requirements (Example: Department of Defense or Maryland Procurement Office).
• In conjunction with AMS, perform all agency interaction for final sponsored project invoicing and drawdown activity.
• Prepare, review, finalize, and submit financial invoicing and drawdown to ensure completion of sponsor commitment to authorized funding.
• Participate in award/project close, including necessary system actions for accounts receivable, unapplied cash, and final financial submission (when applicable) with AMS team.
• Act as a resource during sponsor and single audit, in conjunction with Associate Directors of Award Management and Post Award, Director of Research Administration, and Fiscal Affairs.
• In conjunction with other SPAR team members and SPAR Grant Manager, manage and organize the invoicing teams email inbox. Maintain high responsiveness and stellar customer service in the face of unyielding deadlines and inflexible external schedules. Act as a liaison regarding sponsored project portfolio with Office of Research staff to facilitate the smooth completion of negotiation tasks.

20% Accounts Receivable Follow Up

• Track and follow-up on receivables and re-issue invoices if needed. Manage and work with Award Management Services to reconcile billing events to ensure accuracy of sponsor financial reporting submitted.
• Review and audit invoices per sponsor, upon request.
• Research, using Perceptive Content and Streamlyne, to address inquiries from Fiscal Affairs regarding payments received without a formal notice of award set up.
• Using accounting and journal entry best practices for accounts receivable activity, ensure accounts receivable activity is constant and accurate for fiscal reporting for KUCR and KU.
• Escalate aging open AR to SPAR Grant Manager as appropriate.

15% Other Responsibilities

• Additional duties may include, but are not limited to:
  • Provide back-up to other SPAR team members areas as directed.
  • Work with the AMS Team, Office of Research teams and other colleagues to support each other and research administration across the University.
  • Work with the SPAR Team to develop and implement strategic and tactical plans for improving and/or providing support services that enhance operations.
  • Interpret and communicate invoicing and research administration policies, procedures, and programs with support from AMS Grant Manager, Associate Director, Award Management, and other Office of Research leadership.
  • Attend regular meetings, training sessions and professional development workshops/seminars to keep current on policies and procedures relevant to position responsibilities, as requested and approved by the SPAR Grant Manager.
  • Maintain filing in accord with sponsor and university retention policies.
  • Review and recommend changes to unit and SPAR procedures to ensure compliance with policy; prepare and update procedural manuals and related instructional materials as requested.

5% Accounts Receivable Reporting

• Provide Research and Fiscal leadership ad hoc reports as needed regarding outstanding A/R, billing events, revenue recognition, etc.

Required Qualifications

1. Bachelor's Degree and two (2) years of related experience OR High School GED/Diploma with four (4) years of related experience.
2. Prior experience with budgets and/or financial transactions as evidenced by application materials.
3. Prior experience creating complex spreadsheets and/or databases as evidenced by application materials.
4. Excellent written communication skills as demonstrated by application materials.
5. Strong attention to detail as evidenced by and application materials.

Preferred Qualifications

1. Bachelor's degree in business, accounting, or related field.
2. Experience that required knowledge of applicable federal, state, and other sponsor regulations related to sponsored projects, including 0MB Uniform Guidance as shown in application materials.
3. Prior experience that required complex financial analysis, such as budget analysis financial reconciliations, interpreting complex contracts, regulations or guidelines, compliance audits, etc. as evidenced in application materials.
4. Experience working independently in a research administration environment as shown in application materials.
5. Experience using a research administration ERP, e.g., PeopleSoft Grants as evidenced in application materials.
6. Experience with establishing and maintaining effective working relationships with faculty, administrative staff and students in a higher education environment as evidenced in application materials.

Contact Information to Applicants

Mandy Kelly
mjkelly@ku.edu

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

• Cover letter describing how you meet the required and preferred qualifications.
• Resume.
• List of three (3) professional references.

Only complete applications will be considered.

Application review begins Thursday, April 2, 2026 and will continue until a qualified pool of applicants is identified.

Advertised Salary Range

$54,700

Application Review Begins

02-Apr-2026

Anticipated Start Date

27-Apr-2026

Primary Campus

University of Kansas Lawrence Campus

FTE

1.0

Reg/Temp

Regular

FLSA Status

Nonexempt

Employee Class

U-Unclassified Professional Staff

Work Location Assignment

Telework