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Disbursements Assistant

Villanova University -
Villanova, PA

Job Details

Full-time
$27.24 - $30.27 an hour

Benefits

Tuition reimbursement
Paid time off
Gym membership
Retirement plan

Qualifications

Accounting systems
Communication with suppliers
Spreadsheets
Writing skills
Data reporting
High school diploma or GED
Internal employee customer service
Vendor communication
Data interpretation
Experience at colleges/universities
Productivity software
Negotiation
Quality data entry
University experience

Full Job Description

Posting Number:

20260253S

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.

Reporting to the Disbursements Manager, the Disbursements Assistant supports the University’s Accounts Payable (Disbursements) Office and performs administrative duties in support of the activities of the Office. Duties include matching invoices to purchase orders, printing and distributing checks and direct deposits, reviewing escheat checks, reviewing Visual Compliance supplier sanctions, performing supplier statement reconciliations, managing departmental e-mails and help tickets, providing telephone and email customer service support for both University employees and suppliers, and serving as back-up for the Disbursements Manager.

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:

Match purchase order invoices in Concur system and send for department approval. If invoices do not match the Purchase Order, send to the Procurement Buyer associated with the purchase to request a change order from the appropriate department. Review system for duplicate invoices flagged by Concur and rectify problems quickly.
Responsible for payment disbursement process which includes check runs, direct deposit feeds, and disbursement of checks. Run and analyze reports to verify payment totals are correct and confirm duplicate payments are not made. Provide documentation to Bursar’s Office of student payments. Confirm proper approvals and signatures have been obtained prior to releasing payments and sending files to the bank. Review uncashed checks for possible escheatment as requested.
Review NOVApay email account and help desk tickets, responding to all questions accurately and in a timely manner. This includes providing telephone and email customer service support for both University employees and suppliers.
Review Visual Compliance supplier sanctions and alert managers if there is an issue with a supplier.
Perform supplier statement reconciliations to ensure correct payment allocation, accurate invoice processing, and prompt resolution of discrepancies.
Serve as backup to the Disbursements Manager and assist the Disbursements Specialists as needed.
Responsible for updating and maintaining departmental procedures.
Perform additional duties and assist with special projects as assigned.

Minimum Qualifications:

Formal Education:

High school diploma or equivalent required.
Bachelor’s or Associate’s degree with a major in Business Administration, or related field, preferred.
Two to four years of Accounts Payable experience.

Specific Job Knowledge: (e.g., knowledge of principles and procedures related to field and area)

Knowledge of accounts payable procedures and practices required.
Knowledge of automated payment processing systems (Banner Financial Systems and Concur preferred).
Experience in University or another 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) procurement and/or accounts payable standards and technical information clearly and effectively to diverse audiences with varying levels of procurement 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.
Ability for establishing priorities for areas of operational improvement and developing and executing a plan of action.
Ability to structure and prioritize work to achieve specific deliverables in an environment characterized by tight deadlines and competing and frequently changing priorities.

Equipment Knowledge:

Proficiency with Microsoft Office products is necessary. Ability to build and maintain complex Microsoft Excel spreadsheets.
Experience with Banner, ESM, Concur, and PaymentWorks a plus.
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:

Job Classification:

non-exempt

References Needed

Minimum Number of References Needed

Maximum Number of References Needed

References Needed

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