Billing Administrator

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Here is what we offer:

• Health & Wellness: Comprehensive medical, dental, and vision insurance, plus mental health support
• Work-Life Balance: PTO, paid holidays, flexible work arrangements
• Financial Wellness: Competitive salary, 403(b) with company match
• Professional Development: Ongoing training, tuition reimbursement, and career advancement paths
• Additional Perks:Wellness programs, commuter benefits, and a vibrant company culture

Join Howard University and thrive with us!

https://hr.howard.edu/benefits-wellness

The Billing Administrator is responsible for preparing, tracking, and maintaining invoices and backup documentation related to sponsored research projects. Reporting to the Billing and Reporting Manager, the Billing Administrator ensures timely and accurate billing of grants and contracts in accordance with sponsor requirements and federal regulations. This role supports post-award financial processes by organizing documentation, assisting with invoice reconciliations, and maintaining the central billing repository.

SUPERVISORY AUTHORITY:

None

NATURE AND SCOPE:

The Billing Administrator collaborates closely with post-award analysts, accountants, and department administrators to manage invoice processing and documentation. The position supports the University’s research financial compliance and contributes to efficient grant billing operations.

PRINCIPAL ACCOUNTABILITIES:

• Analyze research expenditures and labor distributions in Workday to support federal reporting and internal decision-making.
• Prepare and process invoices for grants and contracts in alignment with sponsor billing terms.
• Track submitted invoices and coordinate with departments and sponsors on payment follow-up.
• Maintain a central repository of all invoice documentation to ensure audit readiness.
• Assist with gathering backup documentation for draws, invoices, and financial reports.
• Support monthly reconciliation of invoices against general ledger data.
• Help resolve discrepancies or missing information in coordination with the Billing and Reporting Manager.
• Ensure accuracy and timeliness of data entry and document filing.
• Adhere to internal billing procedures and external sponsor requirements.
• Assist with cleanup of historical billing records and receivables.
• Perform other duties as assigned to support billing and financial operations in the Office of Research.

CORE COMPETENCIES:

• Strong knowledge of federal Uniform Guidance (2 CFR 200) as it relates to invoicing and financial reporting.
• Understanding of grant and contract invoicing processes.
• Strong attention to detail and organizational skills.
• Basic understanding of Uniform Guidance (2 CFR Part 200) billing and documentation requirements.
• Ability to manage multiple tasks and deadlines accurately.
• Excellent recordkeeping and file management skills.
• Proficient in Microsoft Excel and other documentation systems.
• Customer service orientation and ability to communicate professionally with stakeholders.
• Willingness to learn and follow established procedures and systems.

MINIMUM REQUIREMENTS:

• Bachelor degree in Accounting, Finance, Public Administration, or a related field required.
• 1–3 years of administrative, accounting, or billing experience in a research or university setting preferred.
• Familiarity with research administration systems (e.g., Workday, Cayuse) desirable.
• Experience working with financial documentation and databases preferred.

Compliance Salary Range Disclosure

Compensation Range: $65,000 - $70,000