Assistant Director Vendor Management and Relations (Hybrid Schedule)

• Job Type: Officer of Administration
• Regular/Temporary: Regular
• Hours Per Week: 35
• Building: Studebaker
• Salary Range: $95,000 - $115,000

Position Summary

Reporting to the Vice President, Procurement Services, the Assistant Director, Vendor Management and Relations is responsible for the compliant creation and maintenance of the vendor records that support the University's Financial Management system.

Responsibilities

Responsibilities include, but are not limited to:

• Ensures compliance with all tax regulations and requirements for both domestic and foreign vendors/payees through reviews and audits of information provided by vendors, including validation of tax information through various resources such as the IRS Tax Identification Number (TIN) matching system;
• Administers tax forms such as the IRS Form 8233, administration of B Notice procedures, and any resulting withholding determinations;
• Ensures inclusion of appropriate withholding codes in the vendor records within the University's Financial Management System;
• Ensures compliance with federal economic and trade sanction regulations and restricted party screening through review of databases such as:
  
  
  
  • Specially Designated Nationals and Blocked Persons list, as well as sanction programs and other lists maintained by the Office of Foreign Asset Control (OFAC)
  • Review of the Excluded Parties List System (EPLS) to identify whether a vendor is debarred, suspended, or disqualified from receiving Federal contracts, subcontracts, or Federal assistance
  
  
  
  
• Administers the authentication and validation process associated with modifications to disbursement information and addresses for vendors/payees, including research on company officers, phone contact, email correspondence, and enforcement of certification procedures from vendors/payees;
• Administers resolution of disbursement issues that arise through returns (both ACH and check) maintains appropriate controls on checks and bank account information;
• Manages the validation process for vendors/payees, with a focus on exception and escalated items, through validation resources such as Dunn & Bradstreet databases, phone inquiries, and other research techniques;
• Oversees assignment of work, balancing work queues, fulfillment of rush requests and other special requests, including the resolution of escalated items and items that have exceeded, or will soon exceed, departmental service levels;
• Assists in the administration of various initiatives and required registration to various IRS-related sites to gain access to TIN matching;
• Supervises and directs the work of assigned staff to achieve the goals of the vendor management function;
• Performs other related duties and special projects as assigned.

Minimum Qualifications

• Bachelor's degree.
• At least four years of experience, preferably in Procurement or similar related business experience.

Preferred Qualifications

• Six years of directly related progressive experience in vendor management/purchasing/procurement
• Experience in tax compliance within a regulatory environment
• Experience in higher education preferred
• Prior experience with PeopleSoft, PaymentWorks, Service Now, Jaggaer, and Concur are a plus.
• PeopleSoft applications, or other enterprise software environments
• Experience administering vendor files and process improvements

Other Requirements

• Prior supervisory experience with a significant number of staff, performing a range of activities.
• The incumbent will demonstrate sound judgment, an open and collaborative style of leadership that encourages teamwork and cooperation, and must be a robust role model, manager, and coach.
• Excellent detail orientation with strong problem-solving, management, and financial skills, and ready to deal with a diverse customer base, with the ability to make decisions and effectively resolve conflicts.
• Proficiency with Microsoft Office applications.
• Must be able to adapt to new technologies.
• Must be able to work both independently and collaboratively as a leader and team member.
• Must possess a demonstrated ability to work in a high-pressure, fast-paced environment.
• Excellent interpersonal, oral, and written communication skills, including a high level of attention to detail and active listening skills.
• Ability to critically assess customer inquiries, effectively use insight, judgment, and knowledge, and provide resources to determine resolution.
• Must be able to work effectively with minimal supervision, successfully incorporating established protocols to consistently ensure regulatory/policy compliance, operational effectiveness, and high-quality customer service experience.
• In addition, the ability to work closely and effectively with a diverse group of University administrators characterized by relationship-building skills is essential.
• Must be able to negotiate issues, resolve problems, and have effective listening skills.
• The successful candidate must be able to work well with all levels of management, both internally and externally, be flexible in nature, and have sound judgment with an open and collaborative style that encourages teamwork and cooperation beyond the immediate team.
• Must possess a passion for excellent customer service and commitment to exceptional quality.

Equal Opportunity Employer / Disability / Veteran

Columbia University is committed to the hiring of qualified local residents.