Assistant Manager, Vendor File Management (Hybrid)

Department: Vendor File Management
Salary/Grade: EXS/8

Job Summary:

Procurement and Payment Services (PPS) is recruiting an Assistant Manager, Vendor File Management to manage supplier processing and maintenance for the University, including the addition of new suppliers and modification to existing suppliers.

The Vendor File Assistant Manager will oversee the management and maintenance of the organization's vendor file system, ensuring accuracy, compliance, and security of all vendor-related data. This role involves supervising daily operations, including two accounting assistants, reviewing vendor setup and changes, and managing the integrity of vendor information. The Assistant Manager will collaborate with procurement, accounts payable, human resources, and compliance teams to support audits and ensure timely vendor payments. Additionally, they will develop and implement strategies to streamline processes, enhance data quality, and minimize risks related to vendor records.

Key responsibilities include training and leading a small team, maintaining vendor records in line with organizational policies, resolving discrepancies, and supporting system upgrades or improvements. This position requires strong attention to detail, a deep understanding of vendor management processes, and excellent communication skills.

Specific Responsibilities:

• Manages a university accounting-related area or program.
• Manages financial operations &/or analysis in support of area/unit's mission & in coordination with central offices such as HR, Budget, Financial Aid, Facilities, Purchasing, IT, Provost, etc.
• Applies and maintains current knowledge of industry and professional standards, interprets university policy and procedure, federal and state laws, granting agency guidelines, and other regulations (as applicable); recommends accounting policy for the university.
• Represents &/or guides business area on internal & external financial affairs by recommending alternatives & suggestions.

Transactions:

• Oversees accurate, efficient and compliant workflow of all transactional processes across areas/units.
• May serve as primary Level III school approver for NU Financial transactions.
• Provides optimal customer service and vendor file/supplier registration guidance to internal and external partners via a variety of channels.
• Oversees processing of all daily vendor file transactional activity.
• Reviews exceptions and escalated issues that require special attention.

Administration:

• Identifies current & future resource planning & allocation issues & develops, leads, & supervises complex studies & analyses that will assist senior staff in reaching resource planning and allocation decisions.
• Processes & presents associated data & information through the application of sophisticated database, graphic & spreadsheet tools. i.e. payment reports, KPIs, etc.
• Acts act as project manager for design and implementation of regulatory and system changes
• Manages operation of vendor software (Visual Compliance) and system processes that support the Management program. Assists with system upgrades and testing as applicable.
• Ensures that service level goals are met in Vendor File Management, with a focus on accuracy, efficiency, compliance, and support to the organization's procurement and financial processes.

Training:

• Provides training and support to related university units or program participants
• Develops and maintains website content and training materials

Supervision:

• Supervises 2 accounting assistants
• Trains employees
• Hires employees
• Evaluates employees' performance
• Provides work direction to other employees and manages the work of 2 direct reports.
• Performs other duties as assigned.

Minimum Qualifications: (Education, experience, and any other certifications or clearances)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree in a major such as accounting, business administration, finance, or related; OR appropriate combination of education and experience.
• 5 years financial, budgeting &/or preparing account reconciliations or financial statements along with financial analysis or other relevant experience.

Minimum Competencies: (Skills, knowledge, and abilities.)

• Excellent computer skills including proficiency in the use of spreadsheet, database and word processing software.
• Strong understanding of financial reporting.
• Familiarity with FASB requirements.

Preferred Qualifications: (Education and experience)

• 3 years of experience in vendor management or procurement: Demonstrated experience in managing vendor files, vendor relationships, and ensuring compliance with internal policies and external regulations.
• 2 years leadership and supervisory experience: Experience in managing a team, setting performance goals, and leading unit level and/or enterprise-wide projects.
• Certified in Procurement or Supply Chain Management (CPSM, CIPS, or similar): Professional certification is a plus, showcasing expertise and commitment to procurement, or similar field, best practices.

Preferred Competencies: (Skills, knowledge, and abilities)

• Detail-Oriented: Strong ability to maintain accurate vendor records, identify discrepancies, and ensure data integrity.
• Organizational Skills: Exceptional ability to manage multiple tasks, prioritize responsibilities, and maintain organized vendor documentation systems.
• Analytical Skills: Ability to analyze vendor data, detect trends, and identify potential risks or inefficiencies in processes.
• Communication and Collaboration: Effective verbal and written communication skills for coordinating with internal departments such as procurement, accounts payable, and compliance. Skilled in leading and managing a team.
• Problem-Solving: Proven experience in resolving vendor-related issues, such as payment discrepancies or data inaccuracies, in a timely manner.
• Technological Proficiency: Familiarity with vendor management systems, ERP software, and data integrity best practices. Experience in implementing system improvements or upgrades is a plus.

Target hiring range for this position will be between $78,770-$93,936 per year. Offered salary will be determined by the applicant's education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life's challenges and opportunities and adopt and maintain healthy lifestyles.
We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you're interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more .

Northwestern strongly recommends COVID-19 vaccinations and boosters for people who can obtain them as a critical tool for minimizing severe illness. More information can be found on the COVID-19 and Campus Updates webpage.

The Northwestern campus sits on the traditional homelands of the people of the Council of Three Fires, the Ojibwe, Potawatomi, and Odawa as well as the Menominee, Miami and Ho-Chunk nations. We acknowledge and honor the original people of the land upon which Northwestern University stands, and the Native people who remain on this land today.

Northwestern University is an Equal Opportunity, Affirmative Action Employer of all protected classes, including veterans and individuals with disabilities. Women, racial and ethnic minorities, individuals with disabilities, and veterans are encouraged to apply. Click for information on EEO is the Law.