Hybrid - partial time on campus/partial time WFH (working/living in MA).Description:Accounts Payable & Accounts Receivable SpecialistThe AR/AP/Payroll Clerk provides administrative and financial support and processes transactions related to accounts payable, travel expense processing and reimbursements, accounts receivable, or payroll.Requires timely and accurate data entry and or processing. Identifies and researches or escalates issues. Interacts with other members of financial operations or customer service teams, suppliers, or client faculty and staff as appropriate. Follows standard practices and procedures.Accounts Payable & Procurement- Serve as primary point of contact for day-to-day procurement and payables questions.- Process vendor invoices, student reimbursements (sponsored and non-sponsored), and other payments in Buy2Pay.- Set up and reactivate vendors; review and approve purchase requisitions.- Coordinate ordering and tracking of office supplies and IT equipment.- Review and approve Concur PCard reports and staff reimbursements.- Oversee the department travel card: prepare reports and ensure all travel expenses comply with the client travel policies.Accounts Receivable & Collections- Prepare and distribute semi-annual preceptor invoices (Fall and Spring) and Spring program invoices.- Set up new labs and add/update contacts in the AR system and FileMaker.- Reconcile discrepancies between FileMaker and the general ledger and resolve issues.- Monitor aging receivables, contact labs regarding past-due invoices, and prepare outstanding invoice reports for the management team.Program & Student Financial Support- Submit Master’s Program guest lecturer payments in coordination with Master’s Program Managers.- Meet bi-weekly with the Masters Admin Coordinator to review guest speaker status and resolve payment questions.- Maintain DMS financial records, tracking and monitoring all expenditures, including allowances for individual students and student groups.- Reconcile non-sponsored account expenditures against University reports, resolve discrepancies, and prepare monthly status reports.Customer Service & Policy Guidance- Serve as a front-line resource and principal source of information for students, faculty, and staff on established client financial policies and procedures.Preferred Qualifications- Experience with accounts payable, accounts receivable, and basic reconciliation.- Familiarity with enterprise finance systems (e.g., Buy2Pay, Concur, or similar) and strong Excel skills.- Strong attention to detail, accuracy, and organizational skills.- Customer-service orientation and ability to explain financial policies clearly to non-finance audiences.- Ability to manage multiple priorities and meet deadlines in a fast-paced academic environment.Required EducationHigh School GraduateNotes:Mon – Fri., 35hrs/week – 9am-5pmRemote- M/T/F, In office - W/Th Hybrid - partial time on campus/partial time WFH (working/living in MA). VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status
Description:Accounts Payable & Accounts Receivable SpecialistThe AR/AP/Payroll Clerk provides administrative and financial support and processes transactions related to accounts payable, travel expense processing and reimbursements, accounts receivable, or payroll.Requires timely and accurate data entry and or processing. Identifies and researches or escalates issues. Interacts with other members of financial operations or customer service teams, suppliers, or client faculty and staff as appropriate. Follows standard practices and procedures.Accounts Payable & Procurement- Serve as primary point of contact for day-to-day procurement and payables questions.- Process vendor invoices, student reimbursements (sponsored and non-sponsored), and other payments in Buy2Pay.- Set up and reactivate vendors; review and approve purchase requisitions.- Coordinate ordering and tracking of office supplies and IT equipment.- Review and approve Concur PCard reports and staff reimbursements.- Oversee the department travel card: prepare reports and ensure all travel expenses comply with the client travel policies.Accounts Receivable & Collections- Prepare and distribute semi-annual preceptor invoices (Fall and Spring) and Spring program invoices.- Set up new labs and add/update contacts in the AR system and FileMaker.- Reconcile discrepancies between FileMaker and the general ledger and resolve issues.- Monitor aging receivables, contact labs regarding past-due invoices, and prepare outstanding invoice reports for the management team.Program & Student Financial Support- Submit Master’s Program guest lecturer payments in coordination with Master’s Program Managers.- Meet bi-weekly with the Masters Admin Coordinator to review guest speaker status and resolve payment questions.- Maintain DMS financial records, tracking and monitoring all expenditures, including allowances for individual students and student groups.- Reconcile non-sponsored account expenditures against University reports, resolve discrepancies, and prepare monthly status reports.Customer Service & Policy Guidance- Serve as a front-line resource and principal source of information for students, faculty, and staff on established client financial policies and procedures.Preferred Qualifications- Experience with accounts payable, accounts receivable, and basic reconciliation.- Familiarity with enterprise finance systems (e.g., Buy2Pay, Concur, or similar) and strong Excel skills.- Strong attention to detail, accuracy, and organizational skills.- Customer-service orientation and ability to explain financial policies clearly to non-finance audiences.- Ability to manage multiple priorities and meet deadlines in a fast-paced academic environment.Required EducationHigh School GraduateNotes:Mon – Fri., 35hrs/week – 9am-5pm
Remote- M/T/F, In office - W/Th
Hybrid - partial time on campus/partial time WFH (working/living in MA).
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