The Supplier Maintenance Manager/AP Team Lead is responsible and accountable for maintaining the integrity of the supplier master file data in the Oracle ERP as it relates to performing timely and accurate creation of purchase order and non-purchase order supplier profile set up and maintenance. The Supplier Maintenance Manager applies outstanding judgment, understanding and discretion when incorporating changes to the supplier master file and does so knowing the criticality and consequences of their work. The Supplier Maintenance Manager/AP Team Lead recognizes, understands, interprets and appropriately determines tax identification and coding in conjunction with supplier W-8 and W-9 information. The Supplier Maintenance Manager/AP Team Lead applies sound judgement and in-depth knowledge of United States Postal Service standards in the application of supplier address and naming conventions.
As a member of the Purchasing and Payment Services Team, the Accounts Payable Team Lead assists in establishing and maintaining strong, collaborative relationships with Vanderbilt's faculty, staff and students and identifies additional ways to be of service and ensure vendor satisfaction. This position supports the success of a high-performing organization by helping to champion and drive the full procure to pay process.
About the Work Unit:
The Purchasing and Payment Services Team (P PS) serves as the single point of contact for all centralized procurement and payment activities at the university, setting the overall strategy for Vanderbilt University's purchases and payments. As part of the Division of Finance, Purchasing and Payment Services provides an integrated approach to purchasing goods and services by connecting and integrating the procurement function to and throughout the entire supply chain processes within Vanderbilt to the final goods and services receipt process, and finally to payments issued to suppliers.
About Vanderbilt University:
Vanderbilt is a renowned private institution founded in 1873 located a little more than a mile from downtown Nashville, TN. The university's students, faculty, staff and visitors frequently cite Nashville as one of the perks of Vanderbilt. VU is a place where your expertise will be valued, your knowledge expanded and your abilities challenged. It is a place where your diversity is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday.
Key Functions and Expected Performance:
Maintains timely and accurate creation of supplier master file records within Oracle.
Creates new suppliers and supplier sites including adding remit-to addresses and location information, establishing tax reporting information, entering ACH banking information, supplier contact information and TIN information.
Updates current suppliers and supplier sites to include: new remittance addresses and location information, updating tax-reporting information, updates or corrections to ACH banking information, and revising supplier contact information.
Verifies all W-9 data is accurate by utilizing IRS TIN matching software.
Communicate both verbally and in writing to vendors when necessary to ensure that additions and changes to the supplier master file are accurate and complete.
Document policies and procedures related to supplier maintenance and 1099 reporting.
Maintains excellent supplier relations, including follow-up to departmental and supplier inquiries.
Assists in monitoring of audit controls.
This position does not have regular supervisory responsibility, though it may take lead with teams of peers both within and across functions on specific projects. This position reports administratively and functionally to the Senior Director of Purchasing Payment Services Director.
Bachelor's Degree in Business, Finance, Accounting or equivalent education/experience is preferred.
Experience in Finance, business, and/or equivalent as typically acquired in more than five years is preferred.
Experience working with and interpretation of IRS Form W-8 and W-9 is necessary.
Understanding of various supplier payment channels (ACH, Check, ePayables) is necessary.
Understanding of IRS Form 1099-MISC coding and interpretation is necessary.
Excel, Word and Power Point skills are necessary.
Experience working with ERP systems (e.g. Oracle, Lawson, Banner) is preferred.
Proven detail oriented work style in collaboration with effective written and verbal communication skills is preferred.
Demonstrated ability to multi-task and work under tight deadlines is preferred.
Knowledge of applicable state and local sales tax laws, 1099 regulations, IRS regulations including independent contractors is preferred.
Experience with Accounts Payable and Purchasing processes, systems, and terms is preferred.
Demonstrated analytical and problem solving skills are preferred.
Strong interpersonal skills with the ability to work with and collaborate within the Vanderbilt Purchasing & Payments Services organization as needed is preferred.
Ability to work with and maintain confidential information is preferred.
Time management skills and the ability to work independently as well as a team environment is preferred.
In addition to offering a lively community that encourages learning and celebrates diversity, VU offers a competitive, flexible benefits package including health, dental, vision, life, accidental death & dismemberment, disability insurance, paid time off, and a 403(b) retirement plan with employer match. Vanderbilt offers tuition assistance to employees, spouses and dependent children. Also, after five years of service, Vanderbilt will pay up to 55% of the tuition for up to three dependent children to earn a bachelor's degree. Learn more about Vanderbilt's benefits at VU Benefits Overview
Key Characteristics of a Successful Team Member in this Work Unit:
Analytical & Detail-Oriented – Accurately assesses information and applies applicable law, policy and procedure. Considers the long term implications of actions today and advises employees appropriately. Even small mistakes can create big issues; attention to detail work indicates care about the outcomes.
Integrity – Holds oneself accountable; takes responsibility for failures as well as successes, recognizes that trust is required to hold a team together.
Raises the Bar – Expects and delivers excellence. Is a creative problem solver. Is proactive. Welcomes input on making things better. Places a high value on learning and getting better
Hard-Working – Is industrious as well as efficient (busy isn't the same as productive). Can juggle multiple competing priorities simultaneously without becoming overwhelmed.
Teamwork – Genuinely values teamwork and co-workers; make them feel valuable and important by acknowledging what they do well. Doesn't expect from others effort that one is unwilling to do themselves. Finds ways to acknowledge other's strong suits.
General Characteristics of a Successful Vanderbilt University Staff Member:
Acceptance of Feedback – Takes constructive criticism with grace, and make improvements without taking it personally or holding grudges. When wrong, owns it – freely admits mistakes.
Adaptability – Reads cues and adapt accordingly. Adjusts style and approach to accommodate the styles and needs of others. Can anticipate and effectively de-escalate potential conflicts.
Assumes Positive Intent – Assume that others are working and taking action with good intentions. They may not have all the information yet and asking thoughtful questions and providing information is critical to mutual understanding and moving forward with success.
Assumes the Best -- Assume that others are working as hard as you are on things that are as important as what you are working on. Just because you don't know what someone does, it doesn't mean they're not doing anything.
Autonomous – Self-managing; self-motivated. Manages time, activities and outcomes well so that progress stays on track. Cleans up after themselves.
Believes – Believes in the work being done and in the importance of the organization's mission.
Creative Thinking – Goes beyond the boundaries of the job description, willingly takes on new challenges, finds creative solutions rather than always awaiting direct instructions
Eager – Enthusiastic, wanting to learn, wanting to continue one's personal and professional development and expertise.
Helpful Nature – Offers to help lighten the load for others in times of need. Volunteers rather than waiting to be asked. Understands that almost no one works in a silo and needs the help of others to do their job well; recognizes that by helping others first, others will likely reciprocate.
Honest and Transparent – Doesn't have hidden agendas. Doesn't play people against each other. Is authentic and forthright.
Maturity – Exhibits professional maturity; doesn't pass the buck to dodge accountability; doesn't engage in petty office politics or inappropriate social conduct
Naturally Communicates – Readily shares information and is comfortable working within a highly collaborative team. Communicates proactively. Understands that open communication and the sharing of knowledge is fundamental to the success of the team. Asks for advice, and considers it thoughtfully.
Nice – Asks caring, interested questions and is a good listener. Smiles and is grateful. Sends appropriate notes of thanks to others who have helped. Avoid gossip or saying negative things about co-workers. Patient and generous. Make suggestions rather than stating hard and fast opinions. Avoids being negative, sarcastic, and cynical.
Optimistic – Is friendly, tirelessly cordial, polite, and genial. Comes in to work with a good attitude and doesn't bring their own personal ‘little black clouds’ into the work environment.
Perspective – Maintains a sense of humor and perspective. Can laugh first and foremost at oneself.
Praises Publicly; Criticizes Privately – When dealing with a difficult co-workers or customers, ‘pretend your children are watching’ how the situation is handled. Good manners help keep a cool head. Gives credit where credit is due.
Reliable – Does what they say they will do, when they say they will do it. Shows up for work when expected. Doesn't push the burden of work volume or deadlines to others.
Resilient – Is resilient in the face of daunting challenges and setbacks; bounces back readily.
Respect – Is friendly, tirelessly cordial, patient, polite, and genial. Comes in to work with a good attitude and is ready to help campus employees, managers, and colleagues through what may be a difficult and overwhelming time for them.
Responds Promptly – When emails and phone messages aren't returned in a timely way, it sends the message that the other party is not important. Responds even if just to acknowledge receipt and provide a timeframe by which the requester can expect a full response.
Sharing – Shares information. Communicates proactively. Transmits knowledge; recognizes that ‘knowledge is power’ is less effective than ‘sharing knowledge is power.’ Asks for advice, and considers it thoughtfully.
Works through Issues – Recognizes that the work is about successful outcomes. If things aren't going well, outcomes suffer. Is willing to have crucial conversations if things aren't going well. Doesn't just complain to management . . . does everything possible to remedy
Internal Number: 1800549
About Vanderbilt University
Vanderbilt University is a center for scholarly research, informed and creative teaching, and service to the community and society at large. Vanderbilt will uphold the highest standards and be a leader in the quest for new knowledge through scholarship, the dissemination of knowledge through teaching and outreach, and the creative experimentation of ideas and concepts. In pursuit of these goals, Vanderbilt values most highly intellectual freedom that supports open inquiry, equality, compassion, and excellence in all endeavors.