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.

Department: Accounts Payable Operations

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 on-boarding, maintenance, and compliance, ensuring all supplier records are accurate, complete, and meet university and regulatory requirements.

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. 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.

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.
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.
3. Invoice Intake and Coordination: Receive, review, and organize incoming invoices and payment documentation.
4. Administrative and Office Support: Manage incoming mail and distributing checks and payments. Respond to general AP inquiries from departments and suppliers.
5. Procure-to-Pay (P2P) Support and Process Improvement: Assist with P2P operations and contribute to continuous improvement initiatives.
6. Other Duties as Assigned

Position Type/Expected Hours of Work

Full-time. 35 hours per week. This position requires full-time, on-campus presence.

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.