Coordinator Grants Award Compliance, Billing and Monitoring

Coordinator Grants Award Compliance, Billing And Monitoring

A statewide, public, academic health system in Memphis, TN is looking for a Coordinator Grants Award Compliance, Billing and Monitoring. The coordinator will provide financial support at the Institutional level through Post Award Research Administration for extramural projects. Responsibilities will perform and coordinate financial and administrative tasks related to Grants Post Award administration and support.

Key Responsibilities:

• Initiates and oversees the collections process by accurately matching payments to the appropriate funds, invoices, and sources. This includes depositing funds, preparing detailed collection reports, and reconciling validated reports with supporting documentation. The role utilizes internal systems, external resources, and business relationships to identify and track payments. It also involves preparing, reviewing, coding, and processing vouchers and financial transaction reports, as well as managing the collection and deposit of checks and recording Automated Clearing House (ACH) transactions.
• Supports the invoice submission process, ensuring all required forms are submitted to sponsors in accordance with the specific format, documentation, and submission method outlined in each award. Addresses, delegates, or escalates sponsor inquiries to the appropriate Grants Accounting team and maintains organized electronic and physical records for each award to ensure audit readiness.
• Maintains the Grants Accounting accounts receivable process by ensuring all submitted invoices are accurately reflected as either outstanding or paid. Updates the aged receivables list regularly, and prepares the official departmental accounts receivable report for both internal use and year-end financial statements.
• Organizes and reconciles duplicate vouchers by extracting expenditure data from Oracle DASH and accessing university document systems. Saves electronic copies to shared drives for use during the invoicing cycle and communicates with departments to resolve missing or incomplete information while documenting any discrepancies found during reconciliation.
• Processes new, modified, and expired grant files, routing them to the appropriate Grants Accounting team for timely completion, ensuring all active files are current and accessible to Grants Accounting staff.
• Coordinates and supports the salary and wage transfer process, which includes reviewing documentation for accuracy and compliance, entering data into Oracle DASH, verifying successful posting, and maintaining electronic records in accordance with federal regulations and University policies.
• Initiate effort certification process and work with the PIs, and accountants within grants accounting to ensure the salary and benefits allocated to respective grants is accurate and in-line with the amounts certified.
• Manages records by archiving inactive files, prepares them for off-site storage, and maintains record retention and destruction logs in compliance with university policies.
• Oversees the subaward and subrecipient monitoring process to ensure compliance with the respective sponsor agreements and ensures any subrecipient is meeting all compliance and spending requirements.