Widener University is seeking an Accounts Payable Specialist to join our Fiscal Operations team. This role plays a key part in ensuring the accuracy, efficiency, and timeliness of the University’s financial operations. The Accounts Payable Specialist will be responsible for processing vendor payment requests and employee reimbursements, maintaining compliance with established policies, and delivering exceptional customer service to both internal departments and external partners.
The ideal candidate is detail-oriented, highly organized, and adept at managing operational tasks in a fast-paced environment. They should demonstrate strong communication skills, the ability to work collaboratively across teams, and a commitment to continuous improvement. A motivated, reliable team player, this individual will proactively identify opportunities to streamline processes and support the University’s mission through accurate and transparent financial practices.
Reporting to the Director of Payroll and Accounts Payable, the Accounts Payable Specialist is a critical member of the Fiscal Operations team. This role ensures the accuracy, efficiency, and timeliness of daily financial transactions, supporting the University’s operational integrity. The Accounts Payable Specialist is responsible for reviewing and processing vendor payment requests, employee reimbursements, student refund payments, and coordinating with the University’s third-party payment processor to confirm successful execution of transactions. In addition, this position proactively identifies and recommends process improvements to streamline workflows and enhance overall efficiency.
DUTIES AND RESPONSIBILITIES (including, but not limited to):
Essential Duties:
Financial Operations
- Execute vendor and student refund payment runs, ensuring proper documentation and filing of supporting materials.
- Ensure timely and accurate entry of invoices and payment requests in compliance with University policies and procedures.
- Monitor workflow within the University’s financial system to identify and resolve discrepancies or errors promptly.
- Collaborate with departments across campus to ensure accurate recording and reconciliation of financial transactions.
- Coordinate with the University’s third-party payment processor to validate payment files, troubleshoot issues, and confirm successful execution of transactions.
- Maintain confidentiality of sensitive financial information.
Audit & Reporting
- Facilitate audit requests by providing detailed information on vendor payments, approvals, and supporting documentation.
- Maintain accurate records to support compliance, transparency, and accountability in financial operations.
Communication & Education
- Deliver clear guidance on processes, procedures, and best practices to support and educate the University community.
- Communicate effectively with colleagues and external partners regarding workflows, payment status, and financial processes, maintaining professionalism and tact.
Process Improvement & Compliance
- Play a key role in assessing current processes and recommending improvements to enhance efficiency and effectiveness.
- Ensure compliance with University internal controls related to purchasing, payments, and reimbursements.
- Review employee reimbursement requests for accuracy, adherence to University policies, and proper financial coding.
- Support compliance with federal, state, and University regulations related to vendor payments and reporting.
Systems & Implementation
- Participate in new system and application implementations, including reviewing and assessing current and proposed workflows.
- Contribute to the design and adoption of improved financial processes and technology solutions.
Secondary Responsibilities:
- Respond to customer and departmental inquiries with timely updates.
- Represent the Fiscal Operations department in meetings.
- Perform other job-related duties as assigned or directed to support departmental needs and align with the mission, values and goals of Fiscal Operations & Risk Management.
MINIMUM QUALIFICATIONS (education/training and experience required):
Required:
- High School Diploma or GED.
- Minimum of 3 years experience in Accounts Payable, Payroll, or a related field.
- Proven proficiency with ERP systems and Microsoft Office applications.
- Strong written and verbal communication skills, with the ability to build effective working relationships.
- Capable of working with minimal supervision while consistently meeting deadlines.
- Comfortable operating in fast-paced, dynamic, and ambiguous environment.
- Exceptional organizational abilities with keen attention to detail.
- Ability to manage sensitive information with discretion and professionalism.
Preferred:
- Associate’s degree in Accounting or a related field.
- Experience with Ellucian Colleague and Informer reporting tools.
- Background in higher education finance operations.
PHYSICAL REQUIREMENTS AND/OR UNUSUAL HOURS:
- May require periodic overtime, particularly during peak periods (e.g., quarterly and year-end closings).
- Ability to occasionally lift and carry items weighing up to 15 lbs.
- Extended periods of sitting and computer use are expected, with routine office tasks.
- Standard office environment with occasional standing, bending, stooping, or kneeling.
All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, religion, color, national origin, age, sex, sexual orientation, disability status, or any other characteristic protected by applicable law. Widener University is committed to fostering an inclusive community in which faculty, staff, and students from a variety of backgrounds, cultures, and personal experiences are welcomed and can thrive. We are an equal opportunity employer and are committed to providing equal educational and employment opportunities for all persons without regard to age, color, national origin, race, religion, disability, veteran status, sex, sexual orientation, gender identity, genetic information, or status as a protected veteran.
Some positions may be eligible for a hybrid or remote work arrangement that may include a partially or fully remote work location, consistent with Widener’s Flexible Work policy.
Widener University, an independent, metropolitan, doctoral-intensive university, connects curricula to social issues through civic engagement. Dynamic teaching, active scholarship, personal attention and experiential learning are key components of the Widener Experience. Located in Chester, PA, Widener's main campus is nestled between Philadelphia, PA and Wilmington, DE, with Law Schools located in both Harrisburg and Wilmington. For more information about the university, please visit our website at www.widener.edu.
EOE M/F/V/D
