Business Assistant - Accounts Payable and Senior Administative Assistant

Business Assistant - Accounts Payable and Senior Administative Assistant

Date Posted: 09/04/26

Wabash College, a liberal arts college for men, seeks faculty and staff who are committed to providing quality engagement with students, high levels of academic challenge and support, and meaningful experiences that prepare students for life and leadership among diverse populations around the globe.

The Business Assistant – Accounts Payable and Senior Administrative Assistant to the Chief Financial Officer supports the accounting, payment, business expense management, for the college and administrative functions for the Chief Financial Officer (CFO). This is a full-time position with benefits.

This position is responsible for processing vendor payments, employee payments and reimbursements, and other business expenses in accordance with college policies, accounting procedures, and applicable tax and regulatory requirements.

This role also provides executive administrative support to the Chief Financial Officer with a primary focus on managing the CFO’s calendar, scheduling meetings and logistics, coordinating board committee meeting preparation and minutes, and supporting effective communication and organization within the office.

This position serves as a key resource to faculty, staff, vendors, and campus departments regarding payment processes, allowable expenses, documentation requirements, chart of accounts coding, and expense management procedures. This role requires strong attention to detail, excellent customer service, sound judgment, and the ability to safeguard confidential financial and administrative information.

• Process accounts payable transactions, including vendor invoices, payment requests, employee reimbursements, and other college expenses.
• Review payment documentation to ensure expenses are properly authorized, adequately supported, accurately coded, and compliant with college policies and procedures.
• Assist campus departments with questions related to allowable expenses, required documentation, appropriate chart codes, payment timing, and procurement or reimbursement processes.
• Support the college’s business expense management processes, including review, reporting, and reconciling transactions.
• Monitor and follow up on incomplete, inaccurate, or missing documentation for invoices, reimbursements, purchasing card charges, and other expense-related transactions.
• Prepare and process payment files, check runs, electronic payments, and related disbursement activity in coordination with the Director of Accounting Services.
• Audit vendor records, including collecting required documentation, verifying payment information, and supporting tax reporting requirements.
• Assist with independent contractor documentation and payment processing, including coordination of required tax forms and supporting materials for resident and non-resident contractors.
• Support annual tax reporting processes, including preparation and review of vendor information related to Forms 1099 or other required reporting.
• Reconcile accounts payable activity, vendor statements, purchasing card transactions, and other payment-related records as assigned.
• Assist with bank, payment, and general ledger reconciliations related to accounts payable and business expenses.
• Enter, review, and maintain accounts payable data in the college’s enterprise resource planning system and related technology platforms.
• Support document imaging, electronic workflow, and records retention processes for accounts payable and expense documentation.
• Provide excellent customer service to internal and external constituents, including faculty, staff, students, vendors, and third‑party service providers.
• Assist in the development, updating, and communication of accounts payable procedures, forms, process documents, and training materials.
• Support audit preparation by gathering documentation, responding to information requests, and assisting with transaction research.
• Identify opportunities to improve accounts payable processes, strengthen internal controls, and enhance service…