Accounts Payable Supplier & Administrative Coordinator

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Summary:

The Accounts Payable Supplier & Administrative Coordinator is primarily responsible for coordinating supplier (vendor) records and supporting administrative operations within the Accounts Payable (AP) department. This role serves as the primary point of contact for supplier on-boarding, maintenance, and compliance, ensuring all supplier records are accurate, complete, and meet university and regulatory requirements. These duties include processing supplier registrations and updates, validating required documentation (e.g., W-9/W-8 forms), performing compliance checks, and ensuring proper verification procedures are followed for the accurate processing of this critical information.

Additionally, this position provides administrative support to the AP office, including invoice intake coordination, mail handling, distribution of checks; and providing general assistance to internal and external stakeholders.  Additional duties include assisting maintaining the vendor file. The role contributes to maintaining strong internal controls, improving operational efficiency, and delivering excellent customer service.

This position reports to the Manager of Accounts Payable and has no direct reports. Must work collaboratively with all AP staff, internal department personnel and external suppliers.

Essential Functions:

1.) Supplier Management and Administration

• Process new supplier registrations and change requests via ServiceNow and supplier portal.

• Review submissions for completeness and accuracy prior to approval.

• Validate required documentation (W-9, W-8BEN, W-8BEN-E, etc.) ensuring forms are complete and compliant.

• Perform TIN match validation and ensuring alignment of legal name and tax ID.

• Conduct compliance checks including OFAC screening and other required verifications.

• Ensure proper documentation is attached and audit-ready (e.g., flattened PDFs, no editable fields).

• Establish and maintain supplier remit-to records.

2.) Supplier Verification and Internal Controls

• Independently verify supplier banking changes using approved verification methods.

• Communicate with supplier points of contact on file to confirm updates.

• Ensure adherence to university policies to prevent fraudulent or unauthorized changes.

• Maintain proper documentation and audit trail for all supplier updates.

• Escalate discrepancies or suspicious activity as appropriate.

3.) Invoice Intake and Coordination

• Receive, review, and organize incoming invoices and payment documentation.

• Ensure invoices meet submission requirements (e.g., PO included, one PDF per invoice, invoice on page one for OCR processing).

4.) Administrative and Office Support

• Manage incoming mail and distributing checks and payments.

• Respond to general AP inquiries from departments and suppliers.

• Assist with document management, and record retention.

• Support front-line office operations and customer service needs.    

5.) Procure-to-Pay (P2P) Support and Process Improvement

• Assist with P2P operations and contribute to continuous improvement initiatives by identifying opportunities to enhance efficiency, accuracy, and internal controls.

6.) Other Duties as Assigned

• Perform special duties and projects as assigned by the Manager or Director of Accounts Payable.

Competencies:

• Serving Customers.

• Acquiring and Analyzing Information.

• Prioritizing and Organizing.

• Supporting Coworkers.

• Displaying Creativity.

• Making Accurate Judgments and Decisions.

• Building and Supporting Teams.

Position Type/Expected Hours of Work:

• Full-time.

• 35 hours per week.

• This position requires full-time, on-campus presence to support daily operational and administrative functions.

Salary Range:

• $30.22 - $31.87 per hour.

Required Education and Experience:

• Associate's degree or equivalent.

• 1 - 3 years of relevant experience.

Preferred Education and Experience:

• Associate's degree.

• 2 - 4 years of relevant experience.

• Customer service oriented.

• General knowledge of 1099 reporting requirements.

• Working knowledge of ERP systems (Workday preferred) and document management platforms such as SharePoint.

Additional Eligibility Qualifications:

• Minimum of 1 year of relevant general office support.

• Microsoft Office Suite skills - Excel, Word, Outlook.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.

• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.