Disbursements Assistant

Posting Details

Posting Number: S

Position Title:

Disbursements Assistant
Position Type:
Staff

Location:

Villanova, PA
Recruitment Type:
Internal/External Applicants

Work Schedule:

full-time/12-months
Avg Hours Week: 35
Department: 434-Payroll and Disbursements

Do you have questions about the application process? If so, please refer to the Applicant FAQ’s.

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.

• 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 2025 “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.

• Match purchase order invoices in Concur system and send for department approval; if invoices do not match the Purchase Order, send to the Procurement Buyer to request a change order from the appropriate department. Review system for duplicate invoices flagged by Concur and rectify problems quickly.
• Responsible for payment disbursement process which includes check runs, direct deposit feeds, and disbursement of checks. Run and analyze reports to verify payment totals are correct and confirm duplicate payments are not made. Provide documentation to Bursar’s Office of student payments. Confirm proper approvals and signatures have been obtained prior to releasing payments and sending files to the bank. Review uncashed checks for possible escheatment as requested.
• Review NOVApay email account and help desk tickets, responding to all questions accurately and in a timely manner. This includes providing telephone and email customer service support for both University employees and suppliers.
• Review Visual Compliance supplier sanctions and alert managers if there is an issue with a supplier.
• Perform supplier statement reconciliations to ensure correct payment allocation, accurate invoice processing, and prompt resolution of discrepancies.
• Serve as backup to the Disbursements Manager and assist the Disbursement Specialists as needed.
• Responsible for updating and maintaining departmental procedures.
• Perform additional duties and assist with special projects as assigned.

• High school diploma or equivalent required.
• Bachelor’s or Associate’s degree with a major in Business Administration, or related field, preferred.
• Two to four years of Accounts Payable experience.

• Knowledge of accounts payable procedures and practices required.
• Knowledge of automated payment processing systems (Banner Financial Systems and Concur preferred).
• Experience in University or another service-oriented environment.
• General knowledge of basic accounting principles and general business practices.
• Experience in creating and editing reports in Excel.
• Strong oral and written communication skills, including active listening skills.
• Demonstrated ability to understand policies and procedures and relay requirements in a meaningful manner to the users of those policies and procedures.
• Ability to communicate (verbally and in writing) procurement and/or accounts payable standards and technical information clearly and effectively to diverse audiences with varying levels of procurement understanding.
• Skilled in negotiating issues and resolving problems.
• Superior customer service.

• Strong interpersonal skills and communication skills.
• Ability to handle a high volume of activity with a high degree of accuracy.
• Strong data entry skills, ability to manage and complete multiple tasks…