Accounts Payable Coordinator

Worcester Polytechnic Institute; Worcester (MA); On-site; USD 26,139 - 37,229; Part time

Job summary

Worcester Polytechnic Institute (WPI) in Worcester, MA, invites applications for an Accounts Payable Coordinator. The role focuses on timely processing of payables, expense reports, and compliance with university policies.

This part-time position (~22.5 hours per week, up to 27 during peak periods) offers flexible scheduling while contributing to the Accounts Payable team. Requirements include a high school diploma or GED and at least one year of related experience; familiarity with Workday is

Qualifications

• High school diploma or GED.
• At least 1 year of related experience.

Responsibilities

• Timely processing of accounts payable transactions, including SINVRs within Workday, in accordance with University policy.
• Student Expense Reports: verifying approvals, worktags, and mileage rates; ensuring required documentation.
• Awards: verifying signatures and signing off on gifts, grants, or related items; attach tax treaty info for international students when required.
• Create a spreadsheet with names and timeframes to process monthly graduate fellowship payments.
• Accounts Payable Mailbox: posting invoices with PO numbers and verifying against Workday records.
• Processing staff, faculty, and visitor expense reports.

Skills

Accounts payable

Education

High school diploma or GED

Tools

Workday

Job description

Job Description Summary

Reporting to the Accounts Payable Manager, the Accounts Payable Coordinator is primarily responsible for executing transactional activities related to accounts payable and providing support to the Accounts Payable Manager.

Job Title

Accounts Payable Coordinator

Location

Worcester

Department Name

Accounts Payable

Division Name

Worcester Polytechnic Institute - WPI

Schedule

This is a part-time position, approximately 22.5 hours per week (60% FTE). We're flexible on how those hours are structured: three full days, five shorter days, or a mix, based on your preference and department needs. During busy periods and vacation coverage, hours will increase to up to 27 hours per week.

Job Description

• Timely processing of accounts payable transactions, including SINVRs within Workday, in accordance with University policy. This includes verifying the remit-to address, invoice date, payment terms, payment options, invoice number, and ensuring no sales tax is applied.
• Student Expense Reports
  • Verifying approval signatures on reports, worktags, and mileage rates.
  • Ensuring required documentation is provided.
• Awards
  • Verifying signatures.
  • If a gift: Ensuring the gift manager has signed off.
  • If a grant: Ensuring the grant manager has signed off.
  • If an international student: Attaching required tax treaty benefit information.
• Creating a spreadsheet with each name and timeframe to process monthly graduate fellowship payments.
• Accounts Payable Mailbox
  • Posting invoices with PO numbers.
  • Verifying all invoice information against the records in Workday.
• Processing staff, faculty, and visitor expense reports.
• Reviewing receipts and ensuring compliance with WPI business expense policy.
• Relocation Expense Reports
  • Obtaining additional required signatures and forwarding documentation to Talent for payment processing.
• PCard Expense Reports
  • Verifying expense lines and spend categories are correct.
  • Responding to inquiries from suppliers, departments, and students via email or phone.
• Other Routine Tasks
  • Adding W-9 or W-8BEN information to student records.
  • Adding banking information for student direct deposit.
  • Updating student addresses (also required for tax purposes).
  • Updating suppliers' remit-to addresses.
  • Creating weekly assignment reports for team members.
• Performs all other duties and responsibilities as assigned or directed by the supervisor.
• Ad Hoc Payments

Requirements

• High school diploma or GED.
• At least 1 year of related experience.

The hourly rate for this position is up to $23 per hour, depending on experience, for a full time schedule for about 25 hours/week.

FLSA Status

United States of America (Non-Exempt)

WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race, color, age, religion, sex, sexual orientation, gender identity, national origin, veteran status, or disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity, collaboration, inclusion, problem solving, innovation, high performance, and change making. It is committed to maintaining a campus environment free of harassment and discrimination.