Vanderbilt University Accounts Payable Team Lead in Nashville, Tennessee

Accounts Payable Team Lead (Job Number: 1801694)


Position Summary :

The Accounts Payable Team Lead (AP Team Lead) is responsible for the efficient operation of the accounts payable function. The AP Team Lead will provide coordination and leadership over a team of Accounts Payable Specialists who coordinate receiving, processing, and validating invoices and non-PO Payment Requests for all Vanderbilt University suppliers.

The AP Team Lead serves as a primary reference for accounts payable staff regarding both systems and processes. The lead is responsible for creating and updating Accounts Payable training materials, as well as conducting employee training. This position serves as a liaison between the Accounting Operations team, suppliers, and other key resources.

The AP Team Lead responds to escalated vendor and departmental inquiries, as well as unresolved discrepancies. The Accounts Payable Team Lead maintains files and documentation thoroughly and accurately, in accordance with university policy and accepted accounting practices, provides supporting documentation for audits and assists with other projects as needed.

As a member of the Purchasing and Payment Services Team, the Accounts Payable Team Lead assists in establishing and maintaining strong, collaborative relationships with Vanderbilt’s faculty, staff, and students and identifies additional ways to be of service and ensure sound vendor relations. This position supports the success of a high performing organization by helping to champion and drive the full procure-to-pay process.

About the WorkUnit :

The Purchasing and Payment Services Team (PPS) serves as the single point of contact for all centralized procurement and payment activities at the university, setting the overall strategy for Vanderbilt University’s purchases and payments. As part of the Division of Finance, Purchasing and Payment Services provides an integrated approach to purchasing goods and services by connecting and integrating the procurement function to and throughout the entire supply chain processes within Vanderbilt to the final goods and services receipt process, and finally to payments issued to suppliers.

Key Functions andExpected Performance:

  • Monitors Oracle APModule Dashboard and shared email inboxes to ensure timely processing ofinvoices. Processes and accurately validates escalated supplier invoicesand credit memos in the Oracle ERP System. Escalates unresolved issues and inquiriesto Director of Payment Services when applicable.

  • CoordinatesAccounts Payable workload (daily/weekly) across AP Specialists to maintainefficient operations. Creates and maintains up-to-date Accounts Payabletraining materials, and conducts employee training/development. Responsiblefor understanding and helping interpret university policies and proceduresas related to accounts payable.

  • Researches andresolves invoice errors, discrepancies, and validation holds to ensure thetimely processing of invoices. Reviews and processes escalated non-POPayment Requests. Maintains excellent supplier relations by serving as apoint of contact for supplier and departmental inquiries. Facilitatesreporting, testing and implementing process improvements. Reconciles andanalyzes supplier statements in an appropriate and accurate manner

  • SupportsAccounting in the month end/year end close process. Tracks and providessupporting documentation for audits. Meets defined department goals andactivity metrics. Seeks opportunities for continuing process improvementin terms of processes and capabilities within this role and of the Financegroup overall. Assists in special projects and additional duties asassigned.

SupervisoryRelationships :

Though this position acts in capacity of a lead person, it does not have direct management responsibility for the people to whom they provide work direction. This position reports administratively and functionally to the Director of Payment Services.

Education andCertifications:

  • Ahigh school diploma or GED with 5 years of relevant experience is requiredor a Bachelor’s degree with an emphasis in accounting or finance may besubstituted.

  • IOFMAccounts Payable Certification is preferred.

Experience and Skills :

  • At least five years of AccountsPayable experience is required.

  • Demonstrable experience in intermediate Excel, Wordand PowerPoint applications is necessary.

  • Organizationalskill and the ability to incorporate and lead new changes is necessary.

  • Time management skills and the ability to manage ongoing ad hoc requests, queries and complaints/issuesappropriately is necessary.

  • Experienceworking with invoice processing platforms and ERP systems (e.g. Oracle,Concur, Basware, or OCR Scanning) is preferred.

  • Experiencein an internal service delivery role, working with stakeholders anddelivering results, is preferred.

  • Advanced knowledge of Accounts Payable relatedterms, concepts and processes is preferred.

  • General knowledge of accountingprinciples, general ledger and purchasing processes is preferred.

  • Generalunderstanding of Enterprise Resource Planning (ERP) systems and OpticalCharacter Recognition software is preferred.

  • Demonstratedanalytical skills and strong attention to detail is preferred.

  • Abilityto prioritize and multi-task successfully in a deadline-orientedenvironment is preferred.

  • Abilityto perform reasonableness checks foraccuracy within accounts payable functions is preferred.

  • Ability to build and maintain effective workingrelationships with a range of people understanding their needs and goals,working cooperatively with others as part of a team, rather than workingseparately or competitively is preferred.

  • Openness to change, adapts, and workseffectively in a variety of situations, individuals or groups ispreferred.

  • Ability to understand and appreciate differentand opposing perspectives on an issue is preferred.

  • Strong interpersonal skills and the ability todevelop and maintain relationships with key stakeholders is preferred.

  • Proven detail oriented work style incollaboration with effective written and verbal communication skill is preferred.

KeyCharacteristics of a Successful Team Member in this Work Unit:

  • Analytical& Detail-Oriented – Accurately assesses information andapplies applicable law, policy and procedure. Considers the long termimplications of actions today and advises employees appropriately. Even smallmistakes can create big issues; attention to detail work indicates care aboutthe outcomes.

  • Integrity – Holds oneself accountable; takes responsibility for failures as well assuccesses, recognizes that trust is required to hold a team together.

  • Raisesthe Bar – Expects and delivers excellence. Is acreative problem solver. Is proactive. Welcomes input on making thingsbetter. Places a high value on learningand getting better

  • Hard-Working – Is industrious as well as efficient (busy isn’t the same as productive). Canjuggle multiple competing priorities simultaneously without becomingoverwhelmed.

  • Teamwork – Genuinely values teamwork and co-workers; make them feel valuable andimportant by acknowledging what they do well.Doesn’t expect from others effort that one is unwilling to dothemselves. Finds ways to acknowledgeother’s strong suits.

General Characteristicsof a Successful Vanderbilt University Staff Member :

  • Acceptanceof Feedback – Takes constructive criticism with grace,and make improvements without taking it personally or holding grudges. Whenwrong, owns it – freely admits mistakes.

  • Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodatethe styles and needs of others. Can anticipate and effectively de-escalatepotential conflicts.

  • AssumesPositive Intent – Assume that others are working andtaking action with good intentions. They may not have all the information yetand asking thoughtful questions and providing information is critical to mutualunderstanding and moving forward with success.

  • Assumesthe Best -- Assume that others are working as hard asyou are on things that are as important as what you are working on. Justbecause you don’t know what someone does, it doesn’t mean they’re not doinganything.

  • Autonomous – Self-managing; self-motivated. Managestime, activities and outcomes well so that progress stays on track. Cleans upafter themselves.

  • Believes – Believes in the work being done and in the importance of the organization’smission.

  • CreativeThinking – Goes beyond the boundaries of the jobdescription, willingly takes on new challenges, finds creative solutions ratherthan always awaiting direct instructions

  • Eager – Enthusiastic, wanting to learn, wanting to continue one’s personal andprofessional development and expertise.

  • HelpfulNature – Offers to help lighten the load for othersin times of need. Volunteers rather than waiting to be asked. Understands thatalmost no one works in a silo and needs the help of others to do their jobwell; recognizes that by helping others first, others will likely reciprocate.

  • Honestand Transparent – Doesn’t have hidden agendas. Doesn’tplay people against each other. Is authentic and forthright.

  • Maturity – Exhibits professional maturity; doesn’t pass the buck to dodgeaccountability; doesn’t engage in petty office politics or inappropriate socialconduct

  • NaturallyCommunicates –Readily shares information and is comfortable working within a highlycollaborative team. Communicates proactively. Understands that opencommunication and the sharing of knowledge is fundamental to the success of theteam. Asks for advice, and considers it thoughtfully.

  • Nice – Asks caring, interested questions and is a good listener. Smiles and isgrateful. Sends appropriate notes ofthanks to others who have helped. Avoidgossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard andfast opinions. Avoids being negative,sarcastic, and cynical.

  • Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with agood attitude and doesn’t bring their own personal “little black clouds” intothe work environment.

  • Perspective – Maintains a sense of humor and perspective.Can laugh first and foremost at oneself.

  • PraisesPublicly; Criticizes Privately – When dealingwith a difficult co-workers or customers, “pretend your children are watching”how the situation is handled. Good manners help keep a cool head. Gives creditwhere credit is due.

  • Reliable – Does what they say they will do, when they say they will do it. Shows up forwork when expected. Doesn’t push the burden of work volume or deadlines toothers.

  • Resilient – Is resilient in the face of daunting challenges and setbacks; bounces backreadily.

  • Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in towork with a good attitude and is ready to help campus employees, managers, andcolleagues through what may be a difficult and overwhelming time for them.

  • RespondsPromptly – When emails and phone messages aren’treturned in a timely way, it sends the message that the other party is notimportant. Responds even if just toacknowledge receipt and provide a timeframe by which the requester can expect afull response.

  • Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizesthat “knowledge is power” is less effective than “sharing knowledge is power.”Asks for advice, and considers it thoughtfully.

  • Worksthrough Issues – Recognizes that the work is aboutsuccessful outcomes. If things aren’t going well, outcomes suffer. Is willingto have crucial conversations if things aren’t going well. Doesn’t just complain to management does everything possible to remedy the situation directly first.

Job requires Bachelors and 5 years of experience or the equivalent.

Primary Location: United States-Tennessee-Nashville

Organization: 44420 - Procurement and Payment Services

Job: Fiscal Affairs Professionals

Vanderbilt University is committed to principles of equal opportunity and affirmative action