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. These positions will be responsible for working with assigned principal investigators (PIs), units, departments and centers as well as the Award Management Services (AMS) and Office of Research Designated Research Centers and other administrative offices to perform post-award research administration activities in an environment of excellent client service. The positions will use knowledge of post-award and accounting best practices and KU financial systems, policies, and processes to provide sponsors with accurate and timely invoicing to ensure efficient reimbursement to the institution. They will work with sponsoring agencies to submit timely reports and documentation and to act as liaison between the PI and agency.

The SPAR Grant Coordinator will provide timely and professional services that support or enhance the research service goals of the client units and of the University of Kansas as a whole. This position is responsible for a dynamic, complex research award portfolio.

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

40% - Invoice Management

• Create invoices/monthly and quarterly Federal Financial Reports (FFR's or SF425) and any other required financial reporting, 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 of each award document to determine the timing, nature and complexity of the billings and entry to the Financials in the Cloud (FITC) Grants system for Accounts Receivable (AR) and Invoicing.
• Be responsible for a portfolio assignment that may require completion of bi-weekly federal drawdowns with National Science Foundation, United States Department of Education, National Institutes of Health and other federal agencies where system drawdowns are a requirement for institutional reimbursement. Potential assignment of invoice and reporting for awards with high security requirements (Example: Department of Defense or Maryland Procurement Office.)
• Provide backup for drawdowns for other federal agency billing/reporting/drawdowns using systems such as the Automated Standard Application for Payments (ASAP), Wide Area Workflow (WAWF), reporting in Grant Solutions, etc.
• Ability to analyze and obtain required supporting documentation for invoice submission/report for federal contracts and contracts from financial system or other sources where supporting documentation is required.
• Ability to interpret award documents for proper revenue recognition; understand system functionality; participate in quarterly training for system updates.
• Understand complexity of the Accounts Receivable system for letter of credit drawdowns and application of appropriate identifiers and contract lines. Ability to analyze and interpret complex final invoice request forms submitted by AMS for final invoice or drawdown.
• Appropriately enter data to the AR systems for unique institutional identifiers for fiscal reporting.

25% - Accounts Receivable

• Track and follow-up on receivables and re-submit 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.
• Manage and organize the invoicing teams email inbox.
• Research, using Perceptive Content and Streamlyne, to address inquiries from Fiscal Affairs regarding payments received without a formal notice of award set up.
• Familiarity with accounting and journal entry best practices for accounts receivable activity.

25% - Other Responsibilities

• Ensure compliance with external sponsors for Sponsored Projects Accounts Receivable (SPAR) administration for invoicing and financial reporting.
• Ensure accounts receivable activity is constant and accurate for fiscal reporting for KUCR and KU.
• The Grant Officer will be expected to contribute and assist with additional projects as assigned that may require additional time and attention to detail than a standard project.
• Attend regular meetings.
• Assist with process documentation.
• Assist with preparing training documents, updating, and utilizing while training new personnel or training on new system functionality.
• Participate with system training and quarterly testing with FMS staff.
• Provide Research and Fiscal leadership ad hoc reports as needed regarding outstanding A/R, billing events, revenue recognition, etc.

10% - Final invoice and Close out

• Assist with close out of awards; review invoicing event reports and work closely with AMS team to ensure accuracy of invoices and financial reports submitted to sponsors.
• Act as a liaison between PIs and sponsor to communicate and resolve any issues that arise concerning expenditures, which requires extensive knowledge of federal, state and University regulations, including the OMB Uniform Guidance.
• 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 project close, including necessary system actions for accounts receivable, unapplied cash, 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 Sponsored Accounts and Revenue Management, Director of Research Administration, and Fiscal Affairs.

A complete application consists of:

1. A cover letter addressing how required qualifications are met
2. Resume
3. 3 Professional References

Incomplete applications will not be considered.

Application review begins Monday, May 20th, 2024. To be considered, please apply by Sunday, May 19th, 2024.

Anita Abel
aabel@ku.edu
785-864-6841

$51,625

Monday - Friday, 8:00AM - 5:00PM

Monday May 20, 2024

Monday June 24, 2024