Disbursements Assistant

Posting Number:

20260253

S Position Title:

Disbursements Assistant Position Type:

Staff Location:

Villanova, PA Recruitment Type:

Internal/External Applicants Work Schedule:

full-time/12-months

Avg Hours Week Department:

434-

Payroll and Disbursements Position Summary:

Why work at Villanova? Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others. Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum. Villanova's most precious asset is our people . As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more . The Disbursements Assistant reports to the Disbursements Manager and provides a variety of professional accounting services in support of the activities of the Accounts Payable (Disbursements) Office. The individual in this position is responsible for reviewing, preparing, and processing invoices for payment, in a timely and accurate manner. This process is completed utilizing the University's automated electronic systems and includes verifying invoice information, assigning to correct departments and individuals, and reviewing final invoices for processing. The Disbursements Specialist resolves invoice discrepancies directly with members of the University and suppliers and will assist with reconciling monthly supplier statements, communicating with suppliers and departments regarding invoice status, and ensuring University policies and procedures are being followed. This position is 35 hours/week Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities:

Essential Job Functions; Receive, review, and verify invoices coming into the University. Assign invoices to correct departments in a timely manner. Provide final review from the Accounts Payable Office of invoices that have been processed by departments. Ensure the entire invoice processing cycle is completed in a concise, thoughtful, accurate, and timely manner, reviewing all invoices and approvals to certify compliance with University policies and procedures. Review and follow up on account statements and other discrepancies regarding payment of accounts. Serve as liaison between departments and suppliers in the resolution of administrative problems and inquiries. Work closely with University personnel to ensure that invoice submission and approvals are adhered to in a timely manner. Responsible for ordering office and kitchen supplies and ensuring the supplies are well stocked. Provide office support for the Accounts Payable Office with daily operations, as needed. Such duties include but are not limited to: opening, sorting, and redirecting correspondence (intercampus mail, U.S. mail and e-mail), distribution of updated tax and credit information to suppliers, maintain sick and vacation time reporting, ordering office supplies, sending UPS mail as requested by the Office of Financial Affairs, assist with check distribution, back-up for daily balancing of invoices between systems, and matching of purchase order invoices. Backup for Procurement and Disbursements Assistant for payment disbursement process, which includes check runs, direct deposit feeds, and disbursement of checks. Backup for daily bursar feeds, Zelle processing and Payment Works vendor onboarding.

Nonessential Job Functions:

Perform additional duties and assist with special projects as assigned.

Minimum Qualifications:

Formal Education:

High School diploma or equivalent required, with 2 years business school/college preferred. To to four years of Accounts Payable experience required.

Specific Job Knowledge:

(e.g., knowledge of principles and procedures related to field and area) Knowledge of automated payment processing systems (Banner Financial Systems and Concur preferred). Experience in higher education or other service-oriented environment. General knowledge of basic accounting principles and general business practices. Experience in creating and editing reports in Excel. Strong oral and written communication skills, including active listening skills. Demonstrated ability to understand policies and procedures and relay requirements in a meaningful manner to the users of those policies and procedures. Ability to communicate (verbally and in writing) accounts payable standards and technical information clearly and effectively to diverse audiences with varying levels of understanding. Skilled in negotiating issues and resolving problems. Superior customer service.

Work Skills:

(e.g., written and verbal communication skills) Strong interpersonal skills and communication skills. Ability to handle a high volume of activity with a high degree of accuracy. Strong data entry skills, ability to manage and complete multiple tasks under general supervision. Ability to present information and responses to questions from suppliers and departments clearly and accurately. Strong analytical skills, collecting and analyzing complex data, evaluating information and systems, and drawing logical conclusions.

Equipment Knowledge:

Proficiency in Microsoft Office Suite and automated invoices systems (preferably Concur). Standard office equipment, including PC and common software packages.

Preferred Qualifications:

Physical Requirements and/or

Unusual Work Hours:

Special Message to

Applicants:

Posting Date:

05/14/2026 Closing Date (11:59pm ET):

Salary Posting Information:

This position falls within hourly grade 12 and the range is $27.24/hr.-30.27/hr. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.

Salary Grade:

12

Job Classification:

non-exempt References Needed References Needed Minimum Number of References Needed 3 Maximum Number of References Needed 3