Accounts Payable Supplier & Administrative Coordinator

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Job Title: Accounts Payable Supplier & Administrative Coordinator Time Type: Full time Job Type: Regular FLSA Status: Non-Exempt Work Modality: Full On Campus Presence Union: Excluded 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 onboarding, maintenance, and compliance, ensuring all supplier records are accurate, complete, and meet university and regulatory requirements. Essential Functions 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. 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. 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). Administrative and Office Support: Manage incoming mail and distribute 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. 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. 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 Details Full‑time position, 35 hours per week. Requires full‑time, on‑campus presence to support daily operational and administrative functions. Compensation $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 Additional Qualifications Customer service oriented General knowledge of 1099 reporting requirements Working knowledge of ERP systems (Workday preferred) and document management platforms such as SharePoint Minimum of 1 year of relevant general office support Microsoft Office Suite skills – Excel, Word, Outlook Background check required for hiring Benefits AU offers a competitive benefits package. Equal‑Opportunity Employer Statement 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. American University is an E-Verify employer. #J-18808-Ljbffr