Accounts Payable Associate & Administrative Assistant Business and Finance

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Under the direction of the Accounting Manager, this position is responsible for supporting the University’s accounts payable processes, including verifying invoices, processing payments accurately and timely, maintaining financial records, coordinating monthly credit card reconciliations, and ensuring compliance with established policies and accounting procedures.

In addition to accounts payable responsibilities, the position provides administrative, project coordination, and operational support to the Business and Finance Division, including the Associate Vice President and Vice President. The Accounting Manager provides day-to-day supervision, establishes work priorities, and coordinates assignments in collaboration with division leadership.

The position requires strong organizational, communication, and time management skills, attention to detail, sound judgment, and the ability to manage multiple priorities. The individual must demonstrate professionalism, maintain confidentiality, and work independently within established policies and procedures.

• Review invoices for accuracy, supporting documentation, budget officer approval, and compliance with university policies and procedures.
• Processes and accurately enters invoices into the accounts payable system.
• Establishes and maintains vendor records, including verification of remittance addresses and vendor information.
• Processes weekly accounts payable payments including check preparation and distribution.
• Monitor outstanding invoices and credit by reconciling vendor statements.
• Ensures current and accurate W-9 documentation is obtained from vendors and uploaded into Softdocs for recordkeeping.
• Review monthly credit card statements for supporting documentation, appropriate approval, and compliance with university policy.
• Maintain organized accounts payable records and files.

• Provides administrative support to the Vice President and the Business and Finance Division, including calendar management, meeting coordination, document preparation, and records management.
• Coordinates communication between Vice President, Board of Trustees, and Committee Members.
• Process monthly credit card reconciliations for the Vice President and Controller.
• Provides administrative support to the Vice President along with supporting the Business and Finance, but not limited to, planning, organizing, scheduling appointments and events, managing calendars; answering phone inquiries; managing requests; organizing, maintaining, and purging records and files; transcribing and proofing documents; ordering supplies.

• Manage tracking systems to monitor project schedules and ensure timely completion of activities and deadlines.
• Ensure accuracy of confidential offsite document files and arrange for annual destruction as needed.
• Coordinate the annual audit, including fieldwork planning, auditor logistics, and parking arrangements.
• Maintain contractor compliance records, ensuring current certificates of insurance are on file.
• Research, establish and maintain the University’s business registrations and compliance requirements in other states, including tax, charitable registration, sales tax, and other reporting obligations.
• Maintains University vehicle registration records and coordinates registration renewal information.
• Coordinate updates to university directory and other institutional reference information.
• Prepares reporting for the University’s music licensing agreements and…