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Billing Coordinator, Core Facility Finance & Operations

Apply now Job no: 500319
College / VP Area: Research Office
Work type: Staff
Location: Newark/Hybrid
Categories: Financial Services and Procurement, Full Time





The Core Facility Finance & Operations unit is a centralized team dedicated to supporting all core facilities reporting to the Research Office. The core facilities support research and teaching for multiple departments and colleges at the University of Delaware as well as users from external universities and corporations. These highly specialized facilities provide shared user access to cutting-edge capabilities that enable competitive research that would otherwise be too costly for individual researchers to support.


Under the direction of the Financial Analyst, Core Facility Finance & Operations, the Billing Coordinator is responsible for unit and core facility billing, and assistance with rate calculation. In addition, the team is charged with ensuring compliance with federal service center and UD policies, with financial oversight governed by 2CFR200, Uniform Guidance. The specialized knowledge of the Core Facility Finance & Operations unit ensures streamline data gathering, support of multiple billing platforms, collaboration with core directors, and other university departments for consistency and compliance in rate setting, overall operations, and budget management.




  • Under the direction of the Financial Analyst II assist with monthly billing for internal and external customers for all cores.
  • Ensure proper fiscal processing of financial and spending requests via various university electronic systems including PeopleSoft and Webforms.
  • In coordination with the Manager and Financial Analyst, develop and implement systems to improve fiscal controls and processing.
  • Work closely with the Financial Analyst to pull data needed for rate calculations.  
  • Ensure data consistency, accuracy, and completeness in the processing of all financial transactions, including reconciliation.
  • Act as primary contact, subject matter expert, and administrator for iLab, FOM, or other billing platforms used by core facilities.
  • Assist the Financial Analyst core facility financial support including rate calculations, billing, receivables, and revenue/expense analysis while ensuring compliance with federal and university policies.
  • Support the process to solicit, select, and onboard new core facilities into the centralized structure at the Research Office.
  • Serves as a source of information on financial policies to assist in the resolution of financial issues.
  • Recommends changes to software as needed to maintain compliance and billing efficiency.
  • Performs job-related duties as assigned.




  • Bachelor’s degree and two years of related experience or equivalent combination of education and experience.
  • Experience with billing, budgeting, financial analysis/forecasting, and customer service.
  • Familiarity with UD accounting system, PeopleSoft financials, and UD policies and procedures is preferred.
  • Working knowledge and understanding of federal and state regulatory policies, procedures, and guidelines, including Uniform Guidance, strongly preferred.
  • High level of independent and sound judgment, critical thinking, initiative, and accountability; strong written and oral communication skills.
  • Ability to build strong and cohesive working relationships among diverse groups within the department, the greater university, and external partners.
  • Ability to compile, analyze, and interpret complex data.
  • Ability to use advanced techniques in spreadsheet, database, and/or presentation software.
  • Ability to handle multiple assignments concurrently and re-prioritize; ability to successfully adapt to rapid change.
  • Ability to plan, organize, implement, evaluate, and modify administrative support needs.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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