Operations Coordinator

Job Summary:

The Operations Coordinator is responsible for processing invoices for payment, facilitating banking and disbursement activities, and resolving supplier and payment issues in accordance with Institute policies and procedures. This role works closely with Procurement Services to support supplier onboarding, system troubleshooting, and compliance requirements. The position also reviews travel and expense activity for policy compliance and serves as a resource for campus partners and suppliers seeking assistance with payment-related questions.

Who we are:

Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎

Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world.

With top notch employee health and retirement benefits, RPI offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth.

Minimum Qualifications:

• High School Diploma or equivalent
• Three (3) or more years of related experience

Relevant combinations of education, training and experience may be considered.

Minimum Knowledge, Skills, and Abilities:

• Demonstrate ability to work effectively under the pressure of a high volume operation
• Must be able to manage priorities
• Demonstrate proficiency with Microsoft Office
• Ability to compose routine correspondence and reports
• Requires planning, organizing and effective time management skills
• Strong attention to detail
• Requires excellent interpersonal and communication skills
• Ability to work effectively under pressure and meet established goals and objectives
• Ability to anticipate and solve problems

Representative Job Duties:

• Review and analyze requests for payment to ensure proper classification, compliance with Institute policies, and accurate processing. Enter invoice information and run payment processes to ensure timely and compliant payments.
• Process wire payments, stop payments, check cancellations, and other banking requirements as required.
• Identify, research, and resolve accounts payable issues, responding to vendor, student, and employee inquiries professionally and promptly.
• Collaborate with Procurement Services to resolve system, purchase order, and invoicing issues related to Jaggaer and Appzen AP.
• Assist with supplier onboarding in PaymentWorks, including managing supplier invitations, and following up on pending invites. Coordinate with the Sr. F.A.S.T. analyst for suppliers requesting PaymentWorks assistance.
• Monitor and review high risk expense reports identified through Appzen Expense, and the Concur processor queue, taking appropriate follow up and approval actions in accordance with Institute travel and expense policies.
• Assist with the creation and maintenance of Concur user profiles, including troubleshooting access issues and coordinating updates as required.
• Provide support to campus users by responding to accounts payable and travel and expense questions submitted through the ticketing system and during office hours, ensuring clear communication and timely resolution.
• Maintain and update the AP administrative handbook, ensuring procedures and system guidance are current; assist in identifying training needs and preparing materials to support campus and staff learning initiatives.
• Perform other duties as assigned.

Shift:

Business Hours: Monday - Friday

Travel:

Local travel between campus locations only

Driving:

Incidental driving possible, but not required

Starting Rate:

Expected hiring range: $21.00 - $24.00 / hr

Pay transparency disclosure: The selected candidate’s salary will be determined based on factors that include the available budget, internal equity, and the final candidate’s qualifications, experience, education and other job-related credentials. This hiring range is provided as RPI's good faith estimate of the expected hiring range at the time of posting.

Application instructions:

Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.

If you need assistance with the online application process, please contact careers@rpi.edu.

Job Posted Date:

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information:

RPI’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information, please visit Benefits | Human Resources (rpi.edu).

Rensselaer Polytechnic Institute is committed to the cultivation of a community that is welcoming, inclusive, and above all values learning. We welcome candidates who bring a variety of perspectives to RPI's work and campus communities. RPI is an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation or gender identity, national origin, disability status, protected veteran status, or other characteristic protected by law.