This position functions as a Billing & Reporting Administrator in a post award environment specializing in the financial management of grant/cooperative agreement/contract funded projects awarded to the Duke Human Vaccine Institute (DHVI). This position is directly responsible for timely and accurate invoicing/financial reporting and should independently complete their assigned workload activity on a monthly basis. The Billing &Reporting Administrator functions as an integral partner, working closely with all levels of research personnel within the DHVI. This position is also an integral partner in the Post Award Financial Management DHVI billing section, integrating as a knowledgeable and functional backup for additional section responsibilities.
- Prepares routine/final invoices and financial reports based on the monthly workload assignments for the DHVI billing section (inclusive of all workload items).
- Completes all assigned workload activities in a timely and accurate manner.
- Directly manages multiple grants through effective award management oversight, invoice preparations/supporting backup documentation, ensuring accuracy and timeliness to the sponsors.
- Assists in the compliant processing of all subrecipient payments related to the DHVI.
- Works with customers to resolve billing/reporting/close-out issues.
- Utilizes SAP management/reporting tools on a continual basis to review/analyze for completeness of billing & reporting records.
- Provides timely, accurate and courteous assistance to all external and internal partners.
- Provides the billing manager with regular status updates on workload completion/at risk workload items.
- Assists in ensuring compliance with policies set forth by the University and/or external agencies.
- Performs other assignments as requested by leadership.
Required Qualifications at this Level EDUCATION/TRAINING:
- Work requires knowledge generally acquired through a bachelor’s degree in Accounting, Business Administration, or a directly related field. Research or grants education and/or certification is preferred. The Certified Research Administrator (CRA) or the Certified Financial Research Administrator (CFRA) certification is preferred.
- Training: Successful completion of the QuickStart in Research Administration Program (on-line), Financial Services Introduction to SAP, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, and select other trainings are directed by leadership.
- Successful completion of the Research Administration Academy (RAA) certification. Employees hired into this position without the expected credentials will work closely with their manager to schedule and complete all training within a reasonable period of time
- Work generally requires one to three years of accounting experience to become knowledgeable about accepted accounting, industry/governmental requirements, and internal control practices.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
- Excellent problem-solving and analytical skills
- Ability to assimilate and conceptualize information
- Ability and desire to work in a fast paced and complex work environment
- Demonstrated initiative and strong attention to detail
- Strong time management skills in a deadline driven environment
- Ability to work both independently and in a team-oriented environment
- Excellent written, verbal and interpersonal skills
- Ability to interpret and apply post award guidance from Duke University policies and procedures
- Understanding and application of basic internal control concepts, including adequacy and completeness in documentation during the daily management of sponsored awards
- Proficient in Microsoft Office Programs: Excel, Word, Outlook, PowerPoint
- Experience with SAP
Education: Work requires communications, analytical and organizational process. skills generally acquired through completion of a bachelor's degree program. Research or grants education and/or certification is preferred. Training: Successful completion of required department training such as GC101& 201 Introduction to Research, Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements.
No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific
Job Code: 00002627 RESEARCH ADMINISTRATOR
Job Level: 81
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