Accounts Payable Coordinator

JOB TITLE
Accounts Payable Coordinator

LOCATION
Worcester

DEPARTMENT NAME
Accounts Payable

DIVISION NAME
Worcester Polytechnic Institute - WPI

JOB DESCRIPTION SUMMARY
Reporting to the Accounts Payable Manager, the Accounts Payable Coordinator is primarily responsible for executing transactional activities related to accounts payable and providing support to the Accounts Payable Manager.

Schedule:
This is a part-time position, approximately 22.5 hours per week (60% FTE). We're flexible on how those hours are structured: three full days, five shorter days, or a mix, based on your preference and department needs. During busy periods and vacation coverage, hours will increase to up to 27 hours per week.

JOB DESCRIPTION

• Timely processing of accounts payable transactions, including SINVRs within Workday, in accordance with University policy. This includes verifying the remit-to address, invoice date, payment terms, payment options, invoice number, and ensuring no sales tax is applied.
  

• Student Expense Reports
  • Verifying approval signatures on reports, worktags, and mileage rates.
  • Ensuring required documentation is provided.

• Awards
  • Verifying signatures.
  • If a gift: Ensuring the gift manager has signed off.
  • If a grant: Ensuring the grant manager has signed off.
  • If an international student: Attaching required tax treaty benefit information.
• Creating a spreadsheet with each name and timeframe to process monthly graduate fellowship payments.
  

• Accounts Payable Mailbox
  • Posting invoices with PO numbers.
  • Verifying all invoice information against the records in Workday.
• Processing staff, faculty, and visitor expense reports.
  
• Reviewing receipts and ensuring compliance with WPI business expense policy.
  

• Relocation Expense Reports
  • Obtaining additional required signatures and forwarding documentation to Talent for payment processing.

• PCard Expense Reports
  • Verifying expense lines and spend categories are correct.

• Responding to inquiries from suppliers, departments, and students via email or phone.
  

• Other Routine Tasks
  
  • Adding W-9 or W-8BEN information to student records.
  • Adding banking information for student direct deposit.
  • Updating student addresses (also required for tax purposes).
  • Updating suppliers' remit-to addresses.
  • Creating weekly assignment reports for team members.
• Performs all other duties and responsibilities as assigned or directed by the supervisor.
  

• Ad Hoc Payments
  

Requirements:

• High school diploma or GED.
• At least 1 year of related experience.

The hourly rate for this position is up to $23 per hour, depending on experience, for a full time schedule for about 25 hours/week.

FLSA STATUS
United States of America (Non-Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.