Business/Administrative Associate, Vendor Services

Duties & Responsibilities

• Create, maintain, and update vendor records in the University's databases to ensure the accuracy and completeness of vendor profiles. This requires a variety of critical-thinking skills, an understanding of the University's systems, and utilizing Robot Process Automation (RPA), as applicable.
• Serve as the front-line of defense against fraudulent attacks, utilizing a variety of critical thinking skills and resources such as: querying the Internal Revenue Service Database to verify tax information, performing searches on other platforms for any governmental restrictions, and utilizing other open-source information gathering tools.
• Perform activities to educate and facilitate vendor understanding of University invoicing, payment terms, practices and payment requirements. Serve as a subject matter expert when responding to emails, telephone calls, or directing questions to appropriate unit. This includes responding to a variety of questions about a multitude of situations, even those unrelated to the core duties of University Payables.
• Coordinate, assist, and advise campus units use of vendor records in Chrome River software and assist with the completion of payments.
• Maintain a professional working relationship with external vendors and University units on all campuses by serving as a subject matter expert and liaison between campus customers and University Payables to promote understanding of accounts payable policies and procedures. Utilize communication skills to resolve discrepancies and solve a variety of problems.
• Based upon acquired knowledge of University Systems and procedures, compose correspondence or makes phone calls to both outside vendors and campus units to provide and solicit information in the resolution of problems. Contact departments or vendors to resolve questions concerning discrepancies in legal name, tax identification numbers (TINs), remittance addresses or any other issue that presents an obstacle to maintaining accurate data in the University's systems.
• Actively participate in identifying, developing, and, with appropriate approval and direction, implementing strategies for process and efficiency improvements related to Accounts Payable Vendor Support. Contribute to the development of written procedures for both internal and external training needs. Participate in the formulation and implementation of policies/procedures related to Accounts Payables functions.
• Assist in the preparation of 1099 tax forms, as needed. Perform other duties appropriate for a Business/Administrative Associate classification, such as representing University Payables in cross-functional meetings and/or serving on various committees. Actively participate in and contribute to University Payables' meetings and activities.