Accounts Payable & Administrative Support Specialist

Edgewood University; Madison (WI); On-site; USD 52,000 - 72,000; Full time

Job summary

Edgewood University is seeking an Accounts Payable & Administrative Support professional to verify invoices, process payments, and maintain financial records. The role also provides project coordination and operational support to the Business and Finance Division, collaborating with the Associate Vice President and Vice President.

The candidate should have strong organizational, communication, and time management skills, attention to detail, and the ability to handle confidential information.

Qualifications

• Associate degree or equivalent experience in accounting, business administration, or related field.
• Minimum of three years of experience in accounts payable, accounting operations, or administrative support preferred.

Responsibilities

• Review invoices for accuracy, supporting documentation, budget officer approval, and compliance with university policies and procedures.
• Processes and accurately enters invoices into the accounts payable system.
• Establishes and maintains vendor records, including verification of remittance addresses and vendor information.
• Processes weekly accounts payable payments including check preparation and distribution.
• Monitor outstanding invoices and reconcile vendor statements.
• Ensures current and accurate W-9 documentation is obtained from vendors and uploaded into Softdocs for recordkeeping.
• Review monthly credit card statements for supporting documentation, appropriate approval, and compliance with university policy.
• Maintain organized accounts payable records and files.
• Provides administrative support to the Vice President and the Business and Finance Division, including calendar management, meeting coordination, document preparation, and records management.
• Coordinates communication between Vice President, Board of Trustees, and Committee Members.
• Process monthly credit card reconciliations for the Vice President and Controller.
• Provides administrative support to the Vice President along with supporting the Business and Finance, but not limited to, planning, organizing, scheduling appointments and events, managing calendars; answering phone inquiries; managing requests; organizing, maintaining, and purging records and files; transcribing and proofing documents; ordering supplies.
• Manage tracking systems to monitor project schedules and ensure timely completion of activities and deadlines.
• Coordinate updates to university directory and other institutional reference information.
• Prepare reporting for the University’s music licensing agreements and related compliance requirements.
• Perform other duties as necessary

Skills

Communication

Time management

Attention to detail

Customer service

Team collaboration

Problem solving

Education

Associate degree in accounting or related field

Tools

Microsoft Office

Adobe

SharePoint

Job description

Edgewood University is seeking an Accounts Payable & Administrative Support professional to verify invoices, process payments, and maintain financial records. The role also provides project coordination and operational support to the Business and Finance Division, collaborating with the Associate Vice President and Vice President.

The candidate should have strong organizational, communication, and time management skills, attention to detail, and the ability to handle confidential information.