Accounts Payable Workflow Lead

University of Virginia

1d•$60,000 - $70,000•Hybrid

About The Position

The Accounts Payable Workflow Lead supports the daily execution of invoice-to-payment operations within Procurement & Supplier Diversity Services. This role focuses on coordinating day-to-day workflow, prioritizing work, and removing operational barriers to ensure invoices movie efficiently from receipt through readiness for payment. This position is a senior individual contributor role and does not include formal supervisory responsibilities. The role serves as the first point of escalation for operational Accounts Payable matters and partners closely with the Accounts Payable Manager to maintain service levels, reduce risk, and support operational stability during a period of process and payment transformation. Position Purpose The Accounts Payable Workflow Lead ensures the daily flow of invoices from intake through readiness for payment by: Monitoring work queues and backlog Coordinating workload across processors Routing issues and exceptions quickly Serving as the first escalation point for operational AP matters This role allows the AP manager to focus on strategy, vendor partnerships, performance management, and process improvement while ensuring the day-to-day operation runs smoothly.

Requirements

Bachelor’s degree or equivalent experience
Significant experience in Accounts Payable, Procure-to-Pay, or financial operations
Demonstrated experience coordinating workflow or leading complex operational processes
Strong organization & problem solving skills
Excellent written and verbal communication skills – experience in presentations & public speaking
Ability to manage multiple priorities in a fast-paced environment

Nice To Haves

Experience in higher education or large, complex organizations
Experience working with ERP or procure-to-pay systems (e.g. Workday)
Experience supporting process improvement or operational change initiatives
Experience service as an escalation point for operational issues

Responsibilities

Daily Workflow and Queue Management
Monitor invoice queues and workload across Accounts Payable operations
Assign and prioritize work to ensure timely processing and adherence to service expectations
Identify bottlenecks and proactively rebalance workload to maintain throughput
Support month-end and fiscal year-end processing by coordinating workload and priorities
Invoice to Pay Coordination
Coordinate the movement of invoices from intake through readiness for payment
Track and follow up on match exceptions and approval delays
Ensure invoices are prepared and ready for timely payment in accordance with payment terms
Partner with the Payments team to ensure smooth handoff from invoice processing to payment execution
Operational Escalations & Vendor Support
Serve as the first point of escalation for operational AP issues as escalated from AP staff
Communicate with suppliers and internal stakeholders regarding invoice and payment status
Resolve routine operational issues before escalation to management
Identify recurring issues and recommend process improvements
Ensure knowledge sharing & empowerment of production teams over time, decreasing escalations as feasible
Process Consistency & Continuous Improvement
Develop and maintain structured knowledge resources, including process guides, decision trees, and operational playbooks to support consistent problem resolution
Identify recurring operational issues and build repeatable frameworks that enable processors to resolve common challenges independently
Create foundational documentation that reduces unnecessary escalation and increases team confidence in navigating complex scenarios
Promote a culture of operational ownership by equipping production staff with tools and reference materials to support informed decision making
Partner with the AP Manager to identify trends in escalations and design preventative workflow guidance.