Shared Services Coordinator, Accounts Payable - UT System Administration

The Shared Services Coordinator supports University financial operations by accurately entering approved invoices and related payment documents in the University’s enterprise resource planning (ERP) system. The position processes documentation related to wire-payment clearing and ACH return payments, performs procurement-card reconciliations, assists employees with travel and expense-report activities, and helps manage the accounts payable inbox.

The role requires strong attention to detail, customer-service skills, proficiency with financial systems, and the ability to apply established University policies and procedures while meeting processing deadlines.

Responsibilities include but are not limited to:

Invoice Entry and Payment Documentation

• Receive department-approved invoices and review documentation for required approvals, completeness, accuracy, and compliance with established payment procedures before entry.
• Enter invoice, payee, accounting-distribution, purchase-order, and supporting-documentation information accurately and timely in the University ERP system.
• Identify missing, incomplete, inaccurate, or inconsistent documentation; communicate with departments or other stakeholders to obtain needed corrections or support.
• Ensure appropriate supporting documentation is included with payment requests and retained in accordance with University procedures and records-retention requirements.
• Assist with routine accounts payable processing and related operational tasks as assigned.
  

Wire Clearing and ACH Return Payments

• Enter documents in the ERP system to record wire payments and associated processing or bank fees accurately.
• Enter documents required to process vendor payments when ACH payments are returned.
• Research routine processing exceptions and coordinate with accounts payable staff, vendors, departments, or other stakeholders to support timely resolution.

Procurement Card Reconciliation

• Reconcile procurement-card charges for Financial Administration staff as assigned.
• Obtain receipts, business-purpose explanations, approvals, and other supporting documentation needed to substantiate card transactions.
• Provide clear guidance to cardholders and departments regarding documentation requirements and the procurement-card reconciliation process.
• Identify incomplete, unsupported, duplicate, or unusual charges and escalate exceptions in accordance with established procedures.

Expense Reporting and Travel Support

• Serve as a delegate for staff requiring assistance with travel arrangements and the creation or submission of expense reports.
• Assist with contingent-worker delegate setup requests in accordance with established access, approval, and system-security procedures.
• Research returned checks related to expense reports and coordinate appropriate follow-up or correction.
• Provide routine guidance on expense-report documentation, travel-related processes, and ERP-system navigation.

Accounts Payable Inbox and Customer Support

• Monitor, organize, and respond to emails received through the accounts payable inbox.
• Route invoices, payment inquiries, documentation, and other requests to the appropriate staff member or workflow.
• Provide timely, accurate, and professional responses to departments, vendors, and internal stakeholders regarding routine accounts payable processes and payment documentation requirements.
• Maintain current knowledge of the University ERP system and provide end-user support as needed.
  

Additional Responsibilities

• Maintain confidentiality and appropriately handle sensitive financial, vendor, payment, and employee information.
• Identify recurring processing issues and recommend practical improvements to strengthen accuracy, timeliness, customer service, and documentation quality.
• Perform other related duties and special projects in support of accounts payable and financial operations.

Success candidate will hold an Associate’s degree in accounting, finance, business administration, or a related field, or an equivalent of work experience. Additionally, they will have experience using an ERP system, financial-management system, or comparable data-entry system; demonstrated ability to enter and review financial or administrative data accurately and maintain organized documentation; and experience providing professional customer service and communicating clearly with varied stakeholders

Additional knowledge, skills, and abilities required

• Knowledge of basic accounts payable, invoice-processing, payment-documentation, and reconciliation practices.
• Ability to accurately review, enter, and maintain financial information in an ERP system.
• Ability to follow established policies, procedures, approval requirements, and internal controls.
  Strong attention to detail, organization, and ability to manage routine work within established deadlines.
• Ability to research routine issues, identify missing information, and communicate needed actions clearly.
• Strong written and verbal communication and customer-service skills.
• Proficiency with ERP systems, spreadsheet software, email, and standard business applications.
• Ability to maintain confidentiality and handle sensitive information appropriately.

Preferred experience

• Experience with accounts payable, invoice processing, expense reports, travel reimbursements, procurement cards, or vendor payments.
• Experience working in a large, complex, or higher-education organization.
• Experience using a University ERP system and electronic expense-management or travel system.

Application Process

For full consideration, applications should be accompanied by a letter of interest, a resume, and three professional references. Review of applications will begin immediately.

Benefits and Compensation

Compensation for the position is budged for $19.23/hr ($40,000) to $21.63/hr ($45,000 ).

The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more. Additionally, Tennessee residents do not pay a state income tax. For more information on the University of Tennessee's benefits, visit https://hr.tennessee.edu/benefits/