Billing A/R Coordinator (Administrative Coordinator) - job 1 of 2

Department Overview

The Office of Proposal & Award Management (OPAM) is a unit within Research Development & Administration (RDA), supports OHSU's missions of healing, teaching and discovery by partnering with the research community to electively navigate the pre-award and post-award administration of sponsored projects. We support the OHSU research community with grant and contract proposal submission, contract negotiation, interpretation on and implementation on of sponsor terms and conditions and fiscal management of all sponsored projects. https://www.ohsu.edu/proposal-and-award-management

Function/Duties of Position

• Monthly Award Management – Billing and Subrecipient Invoice Review:
  • Review accounts, including high level expenditure review, and create, approve and submit interim invoices; ensuring that all components of the contract terms are met as well as compliance with University policy, federal and state laws.
  • Research and correct posting errors, including preparing pre-approved batches or adjusting journal entries.
  • Ensure accurate recovery of F&A.
  • Complete a variety of ad hoc reports for departments and/or sponsor’s use related to billing and account status.
  • Review and approve OHSU forms/invoices.
  • Identify potential cost transfers related to interim invoices and alert Post-award Analyst.
  • Perform high level analysis of newly executed subaward agreements; set up the agreements in Oracle; resolve any problems around terms & conditions with team members.
  • Input all subaward invoice data into Oracle; generate and send activity report summaries (cover memos) along with invoices to departments and to accounts payable; follow up as required.
  • Review invoices from subrecipients for accuracy of key data points and have required authorization; investigate and follow-up as necessary through data queries.
  • Reconcile final invoices to subaward module and OGA; reconcile OGA accounting with subrecipients’ accounting.
  • Accurately set up POs, carefully accounting for details regarding total previous expenditures and the indirect cost rate agreement with the sponsor.
  • Work closely with outgoing Subaward Grants & Contracts Administrator and outgoing Subaward Monitor, to ensure compliance and raise any issues as they come up.
  • Maintain electronic files.
  • Use OGA Comments to track activities.
  • Responsible for meeting established productivity goals.
• Monthly Award Management – Accounts Receivable:
  • Monitor open accounts receivables and resolve payment of project invoices, including maintaining familiarity with outstanding receivables and working with funders to facilitate prompt payment of outstanding invoices.
  • Contact agencies regarding payments and work with department administrators and Post-Award analysts and billing specialists, as necessary, to resolve questions or problems impeding prompt payment.
  • Create and present monthly outstanding AR reports to supervising Manager, including comments on aged invoices with current status and steps to resolve.
  • Provide recommendations to supervising Manager and OPAM Senior Director on unrecoverable AR balances for write offs.
  • Make recommendations to leadership regarding opportunities to improve payment times.
  • Maintain up to date and accurate records related to accounts receivables, including current open AR, metrics related to average # of days for payment, and other data requested by OPAM leadership.
  • Maintain electronic files
  • Use OGA Comments to track activities.
  • Meet established monthly productivity goals.
• Compliance:
  • Research, analyze, interpret and apply federal, non-federal, institutional and award specific policies, procedures and guidelines throughout the interim billing process.
  • Assess risk to OHSU and escalate issues appropriately.
  • Resolve departmental issues with limited management intervention.
  • Ensure that actions taken can meet the standards of audit.
  • Review and contribute to internal procedures for efficiency and control.
• Provide superior customer service to internal and external contacts.
• Maintain the highest level of expertise in university research administration practices, including federal regulations for research funding, foundation policies and application procedures, University research policies, and electronic research administration procedures and enhancements. 
• Other duties as assigned.

Required Qualifications

Education & Experience

• Four years of general office or secretarial experience; OR

• An Associate’s degree or certificate in office occupations or office technology and two years of general office or secretarial experience; OR

• A Bachelor’s degree and two years of general office or secretarial experience; OR

• An equivalent combination of training and experience.

Knowledge, Skills, and Abilities

• Ability to handle multiple priorities in a fast-paced, sometimes stressful environment often with competing deadlines.

• Ability to understand and interpret complex guidelines quickly and accurately.

• Ability to establish and maintain effective working relationships, and maintain a high degree of professionalism in dealing with OHSU faculty, staff and external funding agencies.

• Strong oral and written communication skills.

• Ability to work collaboratively in a team environment.

• Advanced experience using computerized spreadsheets, databases, and word processing applications.

• Ability to exercise diplomacy and ability to handle highly confidential matters in a discreet manner.

• Ability to work in a changing environment, possess strong analytic/assessment skills, possess excellent organizational skills and be able to prioritize multiple responsibilities and deadlines with minimal supervision.

• In-depth understanding of applicable guidance documents such as 2 CFR 200 and the NIH Grants Policy Statement. Working knowledge of Federal, Non-Federal and Industry sponsored projects.

• Advanced knowledge of concepts, policies, processes and regulatory requirements associated with the administration of sponsored projects agreements funded from extramural sources.

Preferred Qualifications

• 1 year of financial analysis experience that includes research finance.
• Experience in a university or college setting with post-award administrative responsibilities preferred.
• Proficiency with utilizing multiple types of software, and web applications preferred.

Additional Details

Please list work experience on resume in months and years format.

All are welcome

Oregon Health & Science University values a diverse and culturally competent workforce. We are proud of our commitment to being an equal opportunity, affirmative action organization that does not discriminate against applicants on the basis of any protected class status, including disability status and protected veteran status. Individuals with diverse backgrounds and those who promote diversity and a culture of inclusion are encouraged to apply. To request reasonable accommodation contact the Affirmative Action and Equal Opportunity Department at 503-494-5148 or [email protected].