Essential Duties
- Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned.
Required Education and Experience
Bachelor's Degree in related field and 5 years of experience or an equivalent combination of education and related experience.
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Position Focus:
The Accounts Receivable Supervisor for will report to the Director of Sponsored Projects Financial Administration (SPFA) and is responsible for overseeing all aspects of accounts receivable related to sponsor funded projects within the organization. They will ensure accurate and timely processing of grant-related payments, monitor grant receivables and collection activities, and collaborate with internal teams to ensure compliance with grant requirements. The role involves managing a senior accountant who specializes in accounts receivable and working closely with SPFA management, finance and treasury personnel, and external stakeholders.
Key Responsibilities:
Accounts Receivable Management:
Monitor and manage grant receivables, including tracking outstanding balances, aging analysis, and collections efforts. Work with Invoicing specialists and financial reporting teams to address any billing discrepancies, payment delays, or other issues impacting receivables. Work with departmental staff and faculty to research and resolve collection issues. Communicate with Sponsors on collection issues.
Reporting:
Prepare regular reports on grant receivables, collections status, and financial performance for internal and external stakeholders. Prepare quarterly allowance for doubtful accounts.
Team Management:
Supervise and mentor the accounts receivable specialist, providing guidance on collections, accounts receivable aging, payment application, grant billing processes, compliance standards, and performance goals. Conduct regular performance evaluations, training sessions, and coaching to support team development and efficiency. Collaboration and
Communication:
Collaborate with SPFA managers, finance teams, and departmental staff and faculty to address grant-related financial matters, resolve issues, and support financial planning for grant projects. Communicate effectively with internal and external stakeholders regarding grant billing, receivables status, and compliance updates.
Process Improvement and Optimization: Identify opportunities to streamline accounts receivable processes, enhance controls, and improve efficiency in payment application and collections.
Preferred Education, Experience and Skills:
Prior supervisory experience within a large complex organization/university environment; grant related experience in a university or non-profit environment, knowledge of 2 CFR Part 200 and other federal regulations and guidelines, prior experience with grant and contract accounting; administrative/business experience in a university department or academic setting; CPA.
Posting Disclaimer
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.