Director Of Accounts Payable And Purchasing In The Financial Planning Office

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Salary Range: $128,000 - $140,000

Position Summary

Reporting to the Senior Executive Director ofthe Financial Planning Office, the Director is responsible for managing the Accounts Payable and Purchasing operations, including reviewing and setting procedural policy for approval of all requests for travel and reimbursement and contract execution for faculty, staff and students.   The Director will oversee a staff of three and will establish and adhere to turnaround time/metrics for busy workflow.  The Director will represent the Purchasing and Contract function on behalf of the School and be responsible for interpreting and implementing complex University policies, and will ensure adherence at all times, be responsible for dissemination of University policy and provide training for School staff as needed. 

Responsibilities

1. Manage reports on invoices, check requests and travel reimbursements on a daily basis to control workflow for the Business School. Serves as approver on travel reimbursements, invoices and check requests. Supplemental approvals in AP and Concur. Provides reports to the Executive Director and/or Vice Dean as needed.  
2. Identifies, plans and implements improvements to AP policies and processes; determines, develops and implements improvement opportunities with regard to serve, compliance and total cost of transactions; ensures that the systems supporting AP transactions reflect accepted and best practices with regard to AP processes.
3. Centralize, review and manage all purchasing agreements for the School and consulting contracts; ensure that the terms comply with University regulations and guidelines.  Act as liaison with Central Purchasing and Account Payable, troubleshoot problems to create a smooth process between the School and Central Admin. Tracks status of all agreements in process; ensures that contract Terms & Conditions are complete and accurate; negotiates agreements (i.e. terms, scope, service level agreements, etc.); assists and advises departments in obtaining the best total value considering quality, service and cost on a timely basis.
4. Control and reconcile all P-Card transactions for Business School, including the monthly reconciliation of P-Card transactions.  Must adhere to and enforce a complex set of University policies and procedures, and holds full responsibility for compliance.
5. Manage the approval process for Staples electronic ordering and approvals.
6. Oversee all student club contracts and Accounts Payables; creates procedures for students and trains them on policies.  Ensures that student reimbursements are processed in a timely manner.
7. Responsible for approving Wire Transfers and Travel Advances as well as Purchase Orders.
8. Supervises day-to-day operations of Account Payable and Purchasing office, 4 full time staff. Monitors their performance, writes performance appraisals and reviews. Hires and trains casual and work study employees as well.
9. Supervises check and cash deposits.  Audits cash deposits log.
10. Develops and implements procedural and policy changes for School and communicates              same to School. Understands University and School Financial Policies (e.g., Accounts Payable, reimbursements) and communicates this to School departments in written procedures and in specific cases. Maintains close contact with department heads in Central University Offices (Purchasing, Accounts Payable, Bursar, etc.), keeping up-to-date with changes in policy.
11. Manages the Office's responsibility to provide centralized financial services to the School including reporting, payables, and receivables
12. Prepares reports and special projects as specified by the Senior Executive Director.

Minimum Qualifications

Bachelor's Degree required. Minimum 5-7 years related experience required. 

Excellent written, interpersonal and oral communication skills required.  Knowledge of Word, Excel and Access necessary.  Familiarity with University FFE, ARC, AIS, Concur as well as internet and focus preferred.  Should be skillful with the following systems to accomplish the above preferred: Microsoft Word, Excel, Concur and ARC.

Preferred Qualifications

Experience in Financial accounting with supervisory experience preferred. 

Equal Opportunity Employer / Disability / Veteran

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