Billing Coordinator- University IT Communication ServicesJob Code: 4451 Grade: G Stanford University has changed the world, over and over again. We are one of Silicon Valley's largest employers - and also one of the most unique. Our mission is to educate future leaders and promote interdisciplinary, world-class research and teaching. Do you have a desire to be a part of the magic? University IT, Communication Services is part of Stanford's Central IT organization. We provide Telecommunications, Wiring and Construction, Networking, and Video Services to a diverse clientele from various university business units, schools, and Stanford Hospitals.
So, what exactly does that mean? Our financial structure is comprised of a complex series of funding sources. We collect revenue from student technology fees, service centers, operating budget, Rosewood Hotel, residences, and multiple healthcare accounts. Our services span across the entire Stanford Community, whether they are staff, faculty, students, residents, guests, healthcare, etc.
Job purpose: You will work closely with the Communication Services Business Operations Team to ensure consistency, accuracy, and tracking of our billing. You will also provide timely oversight of our accounts, expenses and vendor payments, and work with clients to provide open communication around our billing.
Core duties*: This role reports directly to Communication Services Business Operations Manager and works in part with another existing billing coordinator.
The position requires discretion, the use of independent judgment, and the ability to work with minimal direction in solving problems and establishing and managing financial administrative processes. There is continuous collaboration with Communication Services management and staff. Tasks may involve a large number of critical deadlines and sensitive issues. You are responsive to staff needs, creative in approaching problems, and able to juggle multiple and contending priorities, while handling his/her responsibilities in a calm, and professional manner. Other duties include:
Submit and ensure billing occurs on time and with accuracy
Single point of contact for billing disputes
On time collection of payments
Timely processing of disconnect requests
Accurate application of our rates and billing codes
Run reports to confirm billing accuracy
Answer billing questions
Submit wiring and construction billing
Process and track vendor payments
Process residential billing
Reconciliation of internal accounts and expenses
Create purchase orders using Stanford Oracle Financial System for capital and noncapital equipment, blanket purchase orders and materials.
Set up vendor consulting and other engineering contracts.
Assign purchases to appropriate operating or projects accounts.
Receive all materials, match packing slips with the purchase orders and distribute to ordering parties.
Receive vendor invoices, distribute to appropriate Field Engineer for approval, track and process invoices for payment on correct requisition, purchase order, or contract. Scan all invoices and fax to Accounts Payable (AP) for payment and resolve any AP problems as necessary.
Enter charges into the billing system to rebill clients for Communication Services projects, including but not limited to, all professional services hours (from tracking system) and all vendor and contractor invoices.
Complete Pinnacle Billing System OP Final Review quality control of Work Orders after completion of job.
Solve problems related to purchasing, dealing directly with University Procurement/Contract Office, and/or outside vendor.
Reconcile clearing account for the Comm Svs Wiring and Construction Projects.
Reconcile monthly Oracle expenditure statements for the Comm Svs Group
Process journal transfers of expense when necessary.
Reconcile monthly IT Services (telephone statements and other charges) for the Comm Svs Group.
Maintain Communication Services clearing account
Compile monthly budget reports for the Communication Services Managers.
Other duties may also be assigned
Qualifications: Strong analytical and organizational skills; ability to plan and implement varied and complex administrative functions independently; ability to take initiative and set or reorder priorities; ability to respond quickly to workflow fluctuations or changes in priorities, and to meet deadlines accordingly; ability to work in an ambiguous and changing environment. You possess the aptitude to independently diagnose and tackle problems using good judgment, thoughtfulness, and decision-making skills. Experience working in areas requiring close attention to detail and a concern for accuracy, thoroughness, and consistency.
Good social, oral and written communication skills; able to work both independently and multi-functionally; ability to work effectively with a diverse array of faculty, students and staff; ability to exercise good judgment, tact, and discretion. You have strong computer skills with working knowledge of Microsoft Excel, databases, and reporting tools. Stanford University financial and reporting systems is desirable.
Minimum requirements: Education & Experience: Bachelor's degree and two years of substantial experience or combination of education and relevant experience.
Knowledge, Skills and Abilities:
Advance proficiency in business applications, such as Microsoft Office suite, especially Excel.
Demonstrable ability to prioritize own work and multi-task.
Shown excellent organizational skills.
Demonstrated ability to take initiative and ownership of projects.
Ability to communicate effectively both orally and in writing.
Ability to routinely and independently exercise good judgment in making decisions.
Demonstrated experience working independently and as part of a team.
Relevant subject matter knowledge.
Ability to direct the work of others, for jobs requiring supervision.
Social Skills: You work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to stay in sync with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu.
Why Stanford is for You: Stanford University has revolutionized the way we live and enrich the world. Supporting this mission is our diverse and dedicated 17,000 staff. We seek talent driven to impact the future of our legacy. Our culture and unique perks empower you with:
Freedom to grow. We offer career development programs, tuition reimbursement, or audit a course. Join a TedTalk, film screening, or listen to a renowned author or global leader speak.
A caring culture. We provide superb retirement plans, generous time-off, and family care resources.
A healthier you. Climb our rock wall, or choose from hundreds of health or fitness classes at our world-class exercise facilities. We also provide excellent health care benefits.
Discovery and fun. Stroll through historic sculptures, trails, and museums.
Redwood City. Our new Stanford Redwood City campus, scheduled to open in 2019, will be the workplace for approximately 2,700 staff, including University IT, whose jobs are important to supporting the University's mission. The campus will offer amenities such as onsite cafes and a dining pavilion, a high-end fitness facility with an outdoor pool, and a childcare center for Stanford families.
We are not able to provide relocation for this position. Stanford University is an affirmative action, equal opportunity employer.
Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.
Location: Business Affairs: University IT (UIT), California, United States Schedule: Classification Level:
Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
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Located between San Francisco and San Jose in the heart of Silicon Valley, Stanford University is recognized as one of the world's leading research and teaching institutions. Leland and Jane Stanford founded the University to "promote the public welfare by exercising an influence on behalf of humanity and civilization." Stanford opened its doors in 1891, and more than a century later, it remains dedicated to finding solutions to the great challenges of the day and to preparing students for leadership in a complex world. The University's thriving diverse community is comprised of nearly 7000 undergraduate students, 9000 graduate students, 2000 faculty members, 1900 postdoctoral scholars, and over 11,000 academic and administrative staff in seven schools including several interdisciplinary research centers and institutes. The campus spreads over 8000 contiguous acres and nearly all undergraduates live on campus. Stanford offers bachelor's and master's degrees in addition to doctoral degrees (PhD, MD, DMA and JD) plus a number of professional and continuing education programs and certifications. More at http://facts.stanford.edu and http://www.stanford.edu. Stanford University is an ...equal opportunity employer and is committed to increasing the diversity of its faculty. It welcomes nominations of and applications from women, members of minority groups, protected veterans and individuals with disabilities, as well as from others who would bring additional dimensions to the university’s research, teaching and clinical missions.