Shared Services Coordinator, Accounts Payable - UT System Administration

University of Tennessee•Knoxville, TN

About The Position

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 handles wire-payment clearing and ACH return-payment documentation, reconciles procurement-card charges, assists employees with travel and expense reports, and helps manage the accounts payable inbox. The role requires attention to detail, customer-service skills, proficiency with financial systems, and the ability to apply University policies and procedures while meeting processing deadlines. The coordinator reviews invoice documentation for approvals, completeness, accuracy, and compliance before entering invoice and payment information. The role also researches routine processing issues, obtains missing documentation, provides guidance to cardholders and employees, supports expense-report and travel activities, and responds to inquiries from departments, vendors, and internal stakeholders. The position handles sensitive financial and employee information confidentially, identifies recurring processing issues, and performs related duties and special projects in support of accounts payable and financial operations.

Requirements

Associate’s degree in accounting, finance, business administration, or a related field, or equivalent work experience.
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.
Experience providing professional customer service and communicating clearly with varied stakeholders.
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 and organization, with the ability to manage routine work within established deadlines.
Ability to research routine issues, identify missing information, and clearly communicate necessary actions.
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 appropriately handle sensitive information.

Nice To Haves

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.

Responsibilities

Review department-approved invoices for required approvals, completeness, accuracy, and compliance with payment procedures.
Accurately and promptly enter invoice, payee, accounting-distribution, purchase-order, and supporting-documentation information in the University ERP system.
Identify missing, incomplete, inaccurate, or inconsistent documentation and coordinate corrections with departments or other stakeholders.
Ensure payment requests include appropriate supporting documentation and retain records according to University procedures.
Assist with routine accounts payable processing and related operational tasks.
Enter ERP documents to record wire payments and associated processing or bank fees.
Enter documents required to process vendor payments when ACH payments are returned.
Research routine processing exceptions and coordinate timely resolution with accounts payable staff, vendors, departments, or other stakeholders.
Reconcile procurement-card charges for Financial Administration staff as assigned.
Obtain receipts, business-purpose explanations, approvals, and other documentation to substantiate procurement-card transactions.
Guide cardholders and departments on procurement-card documentation requirements and reconciliation procedures.
Identify incomplete, unsupported, duplicate, or unusual procurement-card charges and escalate exceptions appropriately.
Serve as a delegate to assist staff with travel arrangements and the creation or submission of expense reports.
Assist with contingent-worker delegate setup requests according to access, approval, and system-security procedures.
Research returned checks related to expense reports and coordinate follow-up or correction.
Provide routine guidance on expense-report documentation, travel processes, and ERP navigation.
Monitor, organize, and respond to accounts payable inbox emails; route requests to the appropriate staff member or workflow.
Provide timely, accurate, and professional responses to departments, vendors, and internal stakeholders about routine accounts payable processes and payment-documentation requirements.
Maintain current knowledge of the University ERP system and provide end-user support as needed.
Maintain confidentiality and appropriately handle sensitive financial, vendor, payment, and employee information.
Identify recurring processing issues and recommend practical improvements to accuracy, timeliness, customer service, and documentation quality.
Perform other related duties and special projects supporting accounts payable and financial operations.