Disbursements Specialist

Location: Villanova

Posting Details

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Posting Details (Default Section)

Posting Number:
S

Position Title:
Disbursements Specialist

Position Type:
Staff

Location:
Villanova, PA

Recruitment Type:
Internal/External Applicants

Work Schedule:
full-time/12-months

Avg Hours Week

Department:
434-Payroll and Disbursements

Position Summary:

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2026 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

Reporting to the Disbursements Manager, the Disbursements Specialist provides a variety of professional accounting services in support of the activities of the Accounts Payable (Disbursements) Office. This position is responsible for the following: (1) researching and processing problems and rejected invoices within all payables systems; (2) processing of monthly payments not processed in Concur such as monthly Augustinian salary payments; (3) processing of payments received via files such as student payments from the Bursar's Office and the Dining Services VINI process;

(4) review and approve new suppliers in the Payment Works system and update supplier information as needed, coordinating with the Procurement Office as necessary; and (5) responsible for processing Zelle payment files and status updates.

The Disbursements Specialist will assist in reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is completed utilizing the University's automated electronic systems and includes verifying invoice information, assigning to correct departments and individuals, and reviewing final invoices for processing. The position is responsible for maintaining an accurate filing of all manual transactions and will serve as back-up support for the Disbursements Manager for daily balancing to the general ledger, and final approval of invoices, ensuring all University policies and procedures are followed.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:

ESSENTIAL JOB FUNCTIONS:

• Research and rectify problem invoices and expense reports that did not feed into the University's ERP system (currently Banner) from Concur (the University's invoice and expense reporting system). On a weekly basis, manually key direct withdrawal invoices that were not processed directly in Concur, such as ACH and Wire payments. Process monthly invoices for Office Basics, Wright Express, UPS, and monthly Augustinian salary payments.
  
  (Work with the Accounting department to research and reissue escheat payments. Review ACH returns (notifying student or vendor that bank account will be made inactive due to incorrect bank account information and will need to be corrected should they wish to receive payments via direct deposit in the future. Reissuing payment as a check if necessary.) File and maintain records for all manual processing
• Review and approve new suppliers in the University's supplier onboarding system (currently Payment Works). Additional 1099 vendor connection must be confirmed and manually added if necessary. Review and modify ACH vendor records to ensure that payment method is the default. Frequently work through current suppliers that are not signed up for direct deposit by sending a Payment Works invitation to them.
  
  Assist employees in signing up for direct deposit for reimbursement. Perform updates as needed.
• Responsible for the Zelle payment process (pulling together Zelle transactions from various sources and accumulating into one formatted file to upload into the University's banking system (currently JPMorgan Chase
  - "JPMC"), uploading this file into JPMC for payment processing, ensuring errors are corrected and successful payments are made, and provide applicable departments with weekly payment status reports.
• Coordinates with the Bursar's Office to perform daily student refund fees in the Banner system. Confirms files were successful and completes any refunds that reject. Completes student refunds that are to be paid to a third-party on the student's behalf. Completes weekly VINI (vendor invoice interface) feeds from Dining Services, Campus Card Systems, and…