Accounts Receivable Supervisor

14-May-2024

Sponsored Projects Financial Administration

88533BR

University Job Title

Manager 3

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (25)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Accounting/ Financial, Financial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

150 Munson Street
New Haven, CT 06511

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.

Essential Duties

1. 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.

Required Skill/Ability 1:

Strong analytical and critical thinking abilities, organizational, time management, and proactive problem-solving skills. 

Required Skill/Ability 2:

Ability to read and accurately interpret and apply policies, procedures, regulations, and guidelines.  Ability to communicate positively and effectively with sponsoring and regulatory agencies, as well as faculty, administrators, and other members of the University.

Required Skill/Ability 3:

Strong business writing and communications skills, as well as excellent presentation skills and confidence with public speaking.

Required Skill/Ability 4:

Pro-active with strong sense of urgency to deadlines; curious and resourceful. Proven ability to operate independently in a fast paced, high-volume environment with frequently changing priorities. Ability to independently manage and prioritize complex tasks.

Required Skill/Ability 5:

Strong customer service and interpersonal skills, along with the ability to effectively interact with a diverse group of staff, faculty, and administration.  Ability to handle sensitive and confidential information with the utmost discretion and possess professionalism and diplomacy in interfacing with all customers and colleagues, as well as senior leadership.

Preferred Education, Experience and Skills:

Supervisory experience within a large organization/university; grant experience in a university or non-profit environment, knowledge of 2 CFR Part 200 and other federal regulations, prior experience with grant and contract accounting; business experience in an academic setting; CPA. Demonstrated knowledge of post award research management, accounting theory/practices, and financial reporting.

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus