Colorado School of Mines

Manage billing, invoicing, payments, and collections for sponsored research projects, ensuring compliance and accuracy. | Bachelor's in accounting, finance, or related, with 2+ years of experience in accounts receivable, cash receipts, and reconciliations, and proficiency with complex federal invoicing websites. | At Mines, the Billing Systems Analyst I is responsible for the billing management of sponsored research projects in the Office of Research Administration (“ORA”). This is a key member of the research team and serves as a resource to sponsors, faculty, and campus administrators. Billing for sponsored research is complex and includes many different components which requires critical thinking skills in addition to a strong accounting background. The Billing Analyst will apply accounting theories and understand generally accepted accounting principles (“GAAP”) in order to meet the job requirements and responsibilities. Essential responsibilities include cash management, billing, accounts receivables, financial reporting, systems monitoring, and customer service. You will work independently, use your ability to research and resolve issues, strategically analyze financial reports, and consistently review processes and procedures, making recommendation for improvements. You will be responsible for handling a large amount of data, where attention to detail and timeliness is essential. Sound like you? Apply today! Currently, this is a hybrid work environment; on campus presence is required on a regular basis based on business needs. Primary Responsibilities Billing set-up and modifications • Transactional responsibilities include: Create new billing schedules and amend existing billing schedules in the School’s financial system and ORA’s enterprise project tracking system. Utilize information obtained from the legal agreement, proposal documents and other project related documents. Assign appropriate invoice type to awards as it aligns with the project instrument and billing payment terms. Register to sponsor sites as necessary in order to perform drawdowns or invoice submittal on a biweekly/monthly basis. • Become familiar with Sponsor agreement format, financial terms and conditions to be able to perform billing setup appropriately. • Become familiar with the School’s financial system in order to perform billing schedules correctly and also have the ability to perform corrections. Invoicing • Process, review, and submit the monthly, quarterly, and annual sponsor billing, paying close attention to detail. • Have a thorough understanding and the ability to navigate through sponsor websites for submitting invoices or drawing down payments. Comprehend the different types of sponsor identification numbers to ensure invoices are approved and paid without difficulties. This position is responsible for ensuring that all invoices or requests for payment comply with the terms and conditions of the agreements. Understand and complete complicated sponsor required payment remittance forms, that require reconciling Mines’ chart of accounts with Sponsor predetermined cost categories. You must be knowledgeable in Excel with the ability to write formulas and create checks and balances to ensure sponsor remittance form is correct. • Retrieving supporting documentation from the Mines financial document storage system(s) (receipts, financial detail reports, etc.) to attach to invoices upon submission as required by certain sponsors. You will need the ability to read and comprehend the School’s standard financial system reports for issues when a bill is not processing. This position also requires fully understanding the School’s financial system screens and functions of each. • Recognize and research if a sponsor short pays an invoice. Follow-up with the appropriate ORA staff members to ensure the issue is resolved in a timely manner. • Work with the Controller’s office when issues arise due to incorrect balances between the general ledger and sub-ledger account receivable activity. Be able to understand the issue how it occurred and what actions are needed to resolve the concerns. This position is responsible for the resolution. • Monthly reconciliation of the School’s financial system unbilled report. Analyze and research any discrepancies, along with the necessary action to take (if applicable) in order for the expenses to be billed in the following month. • Ability to read and interpret standard accounting reports produced monthly. Ability to use reasoning and judgement to determine report is accurate and contains no deviations requiring further review. • Process disbursements to discharge Mines’ financial obligation to the sponsor (refunds) by reviewing award transaction history, verifying payments and expenses, and determining reason for refund. Complete all necessary forms as required and save back-up documentation. Apply Payments • Daily monitoring and recording of cash receipt transactions based on source documents and the electronic bank statement integration into Mines’ financial system. Perform payment application with precision. Researching as necessary to validate source for award to be credited. • Recognizing when payment amount being applied is different than the amount due for an award. Determine what steps need to be taken to understand if account is financially correct. • Monthly review of the grant holding account to verify payments listed are in the process of being posted to the correct award. • Maintain proper supporting documentation for each cash receipt. • Communicate to others in a timely manner when a cash receipt issue arises. Accounts Receivable Collections • Prepare, understand, analyze, review, and research each account in the Aging Report in regards to collections. Perform collections on a daily/weekly basis to ensure outstanding invoices are being addressed. • Using judgment of situation determine the most appropriate action to collect amount due in a timely manner. • Escalate delinquent accounts to the Assistant Director of Post Award for further necessary action Minimum Qualifications • Bachelor’s degree in accounting, finance, business administration or the equivalent in experience • Two or more years of working knowledge of accounts receivables, cash receipts, and account reconciliations • Aptitude for understanding and using complex federal invoicing websites • Proficiency at reading and understanding terms and conditions in a legal document • Demonstrated customer service skills, the ability to work effectively with a wide range of sponsor representatives in a diversity of businesses to include federal and state, and constituencies in a vibrant campus community • Ability to meet multiple deadlines and deliver a quality, error free product • Working knowledge of federal and other pertinent external research regulations. • Ability to use spreadsheets, databases, presentation software, and enterprise financial systems • Demonstrated customer service skills, the ability to work effectively with a wide range of constituencies in a diverse community and ability to meet multiple deadlines • Analyzation and problem-solving skills including the ability to use independent judgment • Effective oral and written communication skills • Knowledge of standard invoice standards formatting, invoicing business processes. Salary and Benefits $59,000 - $63,000 Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes: • Flexible health and dental care options • Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus. • Fully vested retirement plan on first day of employment, with generous employer contribution • Tuition benefits (6 credits per year for employees, 50 percent discount for dependents) • Free RTD Ecopass All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. How to Apply Complete an online application (personal information, demographic information, veteran status) • Upload a resume or CV • Upload a cover letter Candidates must be currently authorized to work in the United States. Visa sponsorship is not available for this position. This posting may be used to fill more than one vacancy based on business needs. References will not be contacted until later in the selection process and you will be informed before that contact is made. This posting has been extended and will remain open until filled. If you have already applied, you do not need to reapply. This posting may close without notice. Successful Completion of a Background Investigation is Required for this Position. Find the full ad and apply here: https://mines.wd1.myworkdayjobs.com/en-US/Mines_Careers/details/Research-Systems-Analyst-I_JR107573.

Provide technical support and installation for university technology including computers, software, audiovisual systems, and network devices while delivering high-level customer service and troubleshooting. | Bachelor’s degree in IT or related field, 4+ years IT service experience, strong customer service and communication skills, knowledge of multiple OS and AV technologies, and ability to manage shifting priorities. | As an integral member of the Service Delivery team within Mines Information Technology (IT), the On-Site Systems and Software Support Engineer provides technical support and installation for all University technology such as applications, services, software, computers, telephones, classroom and meeting space audiovisual systems (A/V), and deployed network equipment such as wireless access points (WAPs). This position provides a broad range of professional IT consultation and support services directly to academic and research faculty, administrators, operational staff, and students. They employ specialized knowledge to assess and troubleshoot problems that clients experience with their computers, peripheral devices (such as instrumentation), network connections, operating systems, and software applications. They proactively research issues as necessary and devise and implement solutions. They educate customers about the rationale and operating requirements behind best practices, security practices, policies, and procedures. Staff members in these positions maintain the primary relationship between IT and customers as they are the first point of contact in many situations. This position requires on campus presence in Golden, Colorado and may require evening and weekend work on a rotating basis. Responsibilities Support Service Functions • Engage with customers to offer exemplary customer service, as defined by industry best practice and Mines leadership. • Use theoretical and practical knowledge to provide high level computing and technology management, advising, design and support services to faculty, researchers, administrators, staff, students, visitors, and fellow IT professionals. • Evaluate client requests, assess current infrastructure, and devise solutions and options to best meet client needs. • Dialogue with clients, perform needs analyses as appropriate, diagnose symptoms, behaviors, and errors in complex networked computing environments, determine root causes, design and develop permanent solutions or temporary workarounds if necessary. • Provide technical support (including installation and configuration) for classrooms, computer labs, conference rooms, and event spaces. This includes troubleshooting A/V equipment and the computers that integrate with the equipment. Identify and report room equipment improvements, replacement, and repairs that should be done. • Provide live technology support (Audio-Visual, Computer, and System) for Campus Events as required during traditional business hours, off-hours and weekends. • Install and support network devices such as wireless access points and telephones. • Facilitate virtual meetings and collaborations by providing support with available hardware and software across campus. • Provide support for live production, event capture, streaming, recording, presentations on campus, and occasionally during non-core business hours. • Provide technical support in all computing environments used by higher education STEM institutions. This includes Windows, MacOS, and Linux operating systems and the integration of advanced scientific instrumentation (microscopes, spectrometers, seismometers, etc.) used to observe, collect, or analyze data. • Set priorities based on assessment of client need, availability, and urgency along with impact to the business of the university and the resources required. • Evaluate, prioritize, and resolve problems and requests, or escalate to appropriate support areas. • Respond to assigned tickets and assist team members with their tickets. • Acts as the front-facing support liaison for all desk-side-related support issues. • Provide support documentation for the Service Desk and other IT teams. • Collaborate with other subject matter experts (SMEs) for problem and issue resolution. • Act as a liaison between customers and senior technical staff. • Work with Engineering “creators” when equipment or software is not functioning correctly. Ensuring clear and concise language is used, so they can understand what the problem is. Training and Team Support • Assist with management, mentoring, and training of student employees. • Provide supplemental Service Delivery team support such as answering incoming support requests (via telephone and chat) and walk-in support. • Keep apprised of all IT projects and environmental changes that may affect customers. • Maintain and update professional knowledge and skills relating to applicable technologies in a fast-changing environment. • Proactively identify needs and embark on self-study, online training, research, or group-oriented endeavors and attend courses, training, webinars, seminars, and conferences as assigned or authorized. • Curate knowledge with others through documentation, formal and informal presentations, and job sharing. Minimum Qualifications • Bachelor’s degree in information technology, engineering, computer science, business, or related discipline. Individuals without a related degree may be considered if they demonstrate possession of the same knowledge level found in a degree but have attained advanced knowledge through a combination of work experience and intellectual instruction using a 1:1 substitution. • 4+ years of experience in an IT service-related role which includes managing shifting priorities, demands, and timelines as well as executing tasks in a high-pressure environment. • Excellent customer service skills. • Advanced interpersonal, written, and oral communication skills including excellent reading comprehension, attention to detail, and awareness of tone and impact. • Ability to perform analysis, design, and problem solving in a complex environment. • High-level understanding of computer operating systems (current and historical), programming concepts, data structures, diagnostic techniques, software engineering, networking, and communication methods. • Working knowledge of Google Apps, Microsoft Office 365, MS Teams, Zoom, and other standard applications. • Demonstrate a desire to support a variety of users with technology. • Familiarity with use and support of web conferencing platforms. • Basic understanding of audiovisual technologies including video conferencing, live lecture capture, control systems with touch panel user interfaces, digital signage, security cameras, and networked A/V. • Knowledge of procedures for installing, configuring, upgrading, troubleshooting, and repairing hardware and peripherals. • Understanding complex networked environments (including the OSI model) utilizing centralized storage, physically distributed resources, authorization and authentication mechanisms, group policies, and advanced management. • Demonstrate skill in instructing users on new or upgraded computer applications and hardware. • Ability to manage shifting priorities, demands, and timelines as well as execute tasks in a high-pressure environment. Preferred Qualifications • Higher education experience. • Demonstrated experience providing one-on-one support in a teaching and learning environment. Proficiency in responding to and managing support requests within a dedicated institutional system. • Technical competence in one or more programming languages for AMX, Crestron, and Extron. The Certified Technology Specialist (CTS) certificate is desirable. Knowledge of EventsAir is a plus. • Basic Linux support. • Basic Microsoft Intune support. • Basic JAMF MDM support. Salary and Benefits $75,000 - $82,000 Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees. Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes: • Flexible health and dental care options • Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus. • Fully vested retirement plan on first day of employment, with generous employer contribution • Tuition benefits (6 credits per year for employees, 50 percent discount for dependents) • Free RTD Ecopass All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits. How to Apply Complete an online application (personal information, demographic information, veteran status) • Upload a resume or CV • Upload a cover letter Candidates must be currently authorized to work in the United States. Visa sponsorship is not available for this position. This posting may be used to fill more than one vacancy based on business needs. References will not be contacted until later in the selection process and you will be informed before that contact is made. Application review will begin October 6, 2025. Please apply by October 5, 2025 at 11:59 p.m. as applications received after that date may not be reviewed. Successful Completion of a Background Investigation is Required for this Position.