Purchase to Payment Manager

Vaughn-College-of-Aeronautics-and-Technology; New York (NY); Hybrid; USD 72,000 - 82,000; Full time

Benefits offered by this job

Medical, Vision & Dental

Tuition assistance

Paid holidays

Retirement plan

Long-term disability

Job summary

Vaughn College seeks a Purchase to Payment Manager to own end-to-end processes from purchasing goods to supplier invoices and final vendor payments. You will manage AP, vendor relationships, and procurement activities while ensuring cost control and compliance.

Knowledge of Sage and RAMP is required, with hybrid work and collaboration across departments. This role reports to the Associate Vice President of Finance and supports inventory tracking, risk management, and budget analysis within a

Qualifications

• Minimum 3 years of Purchase and Procurement Management, full cycle, including PO administration.
• Vendor and contract management including sourcing, negotiation, and bid evaluation.
• Familiarity with ERP and accounting systems such as Sage and RAMP.
• Experience with financial analysis, data validation, and records management.
• Compliance, risk management, COIs, and cross-functional collaboration.

Responsibilities

• Lead institutional procurement, vendor relations, contracting, and purchasing operations.
• Oversee requisitions, POs, sourcing, bidding, contracts, and compliance.
• Negotiate pricing and service agreements to maximize value.
• Coordinate cooperative purchasing programs and vendor partnerships.
• Manage vendor records, service agreements, and transport/logistics contracts.
• Direct accounts payable, payments, reconciliations, and audit support.
• Administer RAMP and related systems; provide user support.
• Oversee inventory control, order tracking, and asset accountability.
• Support insurance, risk management, and regulatory compliance initiatives.
• Assist budgeting, forecasting, and financial closings as needed.

Skills

Vendor management

Contract negotiation

ERP systems experience

Excel skills

Cross-functional collaboration

Communication skills

Data analysis

Confidentiality

Team leadership

Education

Associate degree in Accounting

Bachelor's degree preferred

Tools

Sage

RAMP

Procurement software

Job description

About the Organization At Vaughn College, our mission is to educate and train future leaders in the futureproof fields of engineering and technology, management and aviation. The college strives to provide a dynamic learning environment built on our aeronautical heritage that inspires a diverse and committed community of students to achieve success as leaders in the industries we serve. Just minutes from Manhattan, Vaughn College is in the heart of New York City in Queens, NY, adjacent to LaGuardia Airport. Queens is one of New York's most fascinating boroughs and has been ranked as the 'number one' US travel destination and the nation's single most diverse county.
What separates Vaughn College from other institutions is our uniquely committed faculty who come to the classroom with extensive experience in such fields as engineering, manufacturing, aviation, management and communications. Working closely with the industries we serve, Vaughn has developed rigorous curricula that incorporate the latest technology as well as the knowledge you need to succeed in your chosen profession.
We provide traditional degrees as well as professional, technical and certification programs that prepare our graduates for successful careers. Most importantly, a degree from Vaughn College provides the critical, analytical and communication skills that form the foundation for a lifetime of success. Our graduates have gone on to become leaders in many major industries. More than 98 percent of our graduates are employed or continue their education, 78 percent in their field of study, within one year of graduation.
Vaughn College has a six-acre campus and is convenient to major transportation routes. As part of the institution's strategic plan, a 200-bed residential hall has been built, enabling students to live and pursue their chosen field of study on campus.

Description

P2P – Purchase to Payment Manager

Full time, Exempt

35-hours per week: Mon – Friday 9:00AM – 5:00PM

Work mode: Hybrid position based on College policy and departmental needs

Reports to: the Associate Vice President of Finance

Position summary

The purpose of the P2P Manager position is to own and manage the end-to-end business process that covers everything from initially requesting and purchasing goods/services to processing supplier invoices and issuing final vendor payments, and to manage accounts payable full cycle processes to ensure costs control, prevent unauthorized spending, avoid duplicate payments, and maintain strong vendor relationships. In addition, this role manages process completion and integration in systems such as RAMP and Sage. Keys to success are accountability and follow-through. Reporting to the Associate Vice President of Finance and Accounting.

Essential duties and responsibilities

Purchasing and Procurement Management

Leads institutional procurement, vendor relationship management, contracting, and purchasing operations.

• Oversee the procurement lifecycle from requisition through payment and record retention.
• Manage all purchasing activities, including purchase orders, vendor sourcing, bidding, contract administration, and procurement compliance.
• Negotiate pricing and service agreements to maximize value and cost effectiveness.
• Coordinate cooperative purchasing programs and vendor partnerships.
• Manage vendor relationships, evaluations, contracts, and service agreements.
• Maintain contract records and serve as a liaison between vendors and institutional stakeholders.
• Manages transportation contracts and logistics.

Accounts Payable Administration

Directs accounts payable processes, vendor payments, reconciliations, and financial compliance.

• Oversee accounts payable operations, ensuring compliance, accuracy, and timely payment processing.
• Process and manage vendor payments, reimbursements, reconciliations, and account maintenance.
• Review vendor statements, resolve payment discrepancies, and vendor issues.
• Maintain AP records, tax documentation, reporting, and audit support activities.
• Serve as RAMP system administrator and provide user support.

Inventory and Order Tracking

Oversees inventory control, order tracking, and asset accountability.

• Oversee order tracking, central store oversight, and delivery verification processes.
• Coordinate returns, credits, and vendor follow-up for order discrepancies.
• Maintain inventory records to support operational needs.
• Supports risk management, insurance administration, and regulatory compliance activities.

Insurance, Risk Management, and Compliance

Supports risk management, insurance administration, and regulatory compliance activities.

• Support institutional insurance, risk management, and vendor compliance initiatives (certificates of insurance, etc.)
• Maintain insurance documentation and assist with policy renewals and contract reviews.
• Support records retention and compliance programs.

Budget and Financial Duties

Assist with budget planning, financial monitoring, and expenditure analysis.

• Ensure purchasing and payment activities align with institutional budgets and objectives.
• Support reporting, forecasting, and operational planning efforts, as needed.
• Occasionally supporting G/L data entry function.
• Assist with financial closings and reporting.

General Administrative Leadership

Drive operational excellence through collaboration, process improvement, and strategic support.

Support audits, compliance reviews, reporting initiatives, and special projects.

• Develop process improvements that enhance efficiency, service quality, and cost control.
• Collaborate across departments to support procurement, payment, logistics, and operational services.

Required Experience

• Minimum 3 years of Purchase and Procurement Management, full cycle, including purchase orders administration OR Minimum 3 years of Accounts Payable administration, budget management and expense monitoring, financial reporting and audit support, and invoice processing and reconciliation.
• Vendor and contract management including strategic sourcing, contract negotiation, RFP development and bid evaluation, cost and inventory control, and vendor partnerships.
• Familiarity with ERP and accounting systems, such as Sage and RAMP, and procurement and inventory software. Intermediate Excel.
• Experience with financial and operational analysis, data validation and discrepancy resolution, database and records management.
• Experience with compliance and risk management, and management of COIs

Leadership and professional skills

• Maintains strict confidentiality, handles sensitive information securely, and exercises high-level judgment and privacy.
• Superior interpersonal and communication skills, verbal and written
• Superior customer service and stakeholder management
• Cross-functional collaboration with different teams
• Experience managing at least one direct report
• Critical thinking and attention to detail
• Cross-functional collaboration

Education requirements

• Associate degree in Accounting, or in a Finance related field
• Bachelor's degree preferred

Salary and benefits

$72,000 to $82,000 for well-qualified individuals. Salary is determined based upon experience and education as well as internal equity. The College offers a comprehensive benefits package that includes medical, vision, and dental insurance, long-term disability, generous leave policies, paid holidays, pre-tax flexible spending accounts, tax-deferred retirement savings plan, as well as employee and dependent tuition assistance programs.

Full-Time/Part-Time Full-Time

Exempt/Non-Exempt Exempt

We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.