Manager, Accounts Payable Operations - Princeton University

Princeton University’s Office of Finance and Treasury seeks a seasoned accounts payable leader with proven skills in managing all daily accounts payable activities in support of the University’s teaching and research mission.

The Manager of Accounts Payable Operations will be a hands-on leader to manage and develop a team of 2 senior expense processors and 4 expense processors to enable the effective processing of more than 40,000 expense reports, 70,000 invoices and over 17,000 payment requests annually. The Manager will lead the team in support of a wide range of campus needs and will drive for continuous improvement across all accounts payable processes to increase efficiency and reduce fraud exposure wherever possible.

The role will be responsible for managing the University’s expense reimbursement program to ensure consistent interpretation and application of policies and internal controls across all accounts payable processes and serves in a key advisory capacity to colleagues across all levels of the University in resolving complex issues which may include providing interpretation of expense policies and process guidance where needed to support critical and time sensitive campus needs.

The Manager will provide direction to the team to effectively guide all daily operations and priorities while supporting and continuing the development of staff through hands-on training, policy interpretation, process improvements and issue resolution.  The role will be responsible for effectively collaborating with multiple process partners and stakeholders in managing the 1099 tax reporting process to ensure timely and accurate compliance with all IRS regulations. This role will manage policy and process compliance, identify areas for improvement of key controls, and formulate/implement recommendations to improve efficiency and service delivery within the function and deliver effective solutions through close collaboration with process partners and stakeholders throughout the University.

This role will also continue to improve and enhance the University’s investment in the Concur expense management system and will lead efforts to benchmark externally with industry peers to identify and adopt leading best practices for risk/fraud prevention while enhancing service and process excellence.

The Office of Finance & Treasury actively searches for staff members of exceptional ability and promise who share in Princeton University's commitment to excellence, and who present a diversity of viewpoints and cultures. We offer varied professional opportunities spanning all aspects of financial management, analysis, and processing in support of the teaching and research mission. As part of the University community, we respect the dignity and individuality of each member while trying to foster a sense of shared experience and common purpose. We are unwavering in our commitment to both diversity and community and embrace the variety of talents, backgrounds, and perspectives of all our colleagues.

Note: This position may require the individual to be available onsite or remotely during University holidays/closures.

Staff Supervision and Management

• In partnership with each associate, establishes professional development plans and monitor ongoing progress
• Provides regular coaching and feedback on job performance, areas of opportunity and strength
• Ensures appropriate staffing levels are maintained at all times to support campus requirements
• Communicates and trains staff on University policies and critical business processes (e.g. information security, records retention, business continuation)

Management of expense policies, processes, and compliance

• Ensures overall compliance with expense management processes; partners with quality and compliance analyst to develop and implement procedures for ongoing compliance monitoring
• Manages cash advance program, ensures compliance, and monitors appropriate use, substantiation, and return of funds
• Monitors and tracks outstanding, unsubstantiated credit card and out of pocket expense reports
• Works with controller’s office on expense accruals
• Directs the review of expense reimbursement requests > 60 days
• Ensures timeliness of expense substantiation and overall card holder compliance.
• Reviews travel and expense reimbursement requests to ensure all requirements such as receipts are provided
• Reviews requested reimbursements for adherence to University Policy
• Partners with Tax Department, Payroll and Payment Compliance to address non-standard reimbursement requests
• Respond to inquiries from campus and the FSC on travel and expense reimbursement requests

Service Delivery

• Direct expense processer staff in the processing of all activity streams including receipt and processing of supplier invoices, resolution of PO/Invoice match exceptions, T&E report policy compliance review and Non-PO payment processing
• Support development of solutions for non-standard campus payment requests
• Provide timely and comprehensive support to the Financial Service Center and campus partners to address service issues and process inquiries
• Provides data and analytics to track overall program effectiveness.
• Partners with Concur and reporting team to ensure the effectiveness of T&E reports; designs new reports as needed
• Ensures the effective distribution of Concur reports to campus

Campus communication and training

• Responsible for leading the development and delivery of campus communications, training materials, and training related to expense reports, invoice processing and non-PO payment requests in collaboration with the Finance Administration team
• Serves as the initial point of contact for buying and paying and expense policy inquiries and interpretation; supports the development, clarification and editing of policies to address new requirements, regulatory impacts and resolve ambiguous guidance.
• Fosters partnerships and collaboration with campus departments through regular engagement

Partners with the travel program manager to deliver coordinated travel and expense management communications and training

Manages updates to finance web site, and other materials

Responsible for effectiveness of expense system messages, emails, and other communications

Essential Qualifications:

• Bachelor’s degree
• 5-7 years of experience in accounts payable with direct experience managing people and teams
• Strong ability to guide campus and navigate complex payables scenarios which require interpretation and application of university policies while balancing compliance needs
• Ability to implement process improvements to increase process efficiency without compromising stakeholder satisfaction and fraud controls
• Experience with expense management processes, including credit card programs
• Cross functional project team leadership
• Demonstrated ability to handle multiple assignments and respond quickly to changing business needs and priorities
• Proficiency with balancing strategic thinking and planning with tactical implementation and execution of daily and weekly priorities
• Proven ability to develop effective partnerships with diverse stakeholders and process partners
• Capacity to listen carefully to input from colleagues and stakeholders; possession of strong consensus-building and facilitation skills to achieve successful project outcomes
• Excellent verbal and written communications skills, including the ability to translate business needs into systems requirements, process improvements, and policy changes
• Evidence of self-motivation and the ability to work both independently and with teams, with high personal standards representative of Princeton University's commitment to excellence
• High proficiency with Microsoft Office tools (Excel, Word, PowerPoint) and SAP Concur

Preferred Qualifications:

• BA/Master’s degree in Finance, Accounting or other relevant business field
• Experience in a higher education environment
• Experience with the PeopleSoft or Cognos
• Experience with flowchart tools such as Visio and/or LucidCharts
• Proficiency with business intelligence applications to manage, manipulate and analyze large datasets
• Audit experience
• Experience with managing a team of invoice and expense processors

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS