JOB SUMMARY:

Rhode Island School of Design (RISD) is looking for a Procurement Services/Accounts Payable Supplier Specialist to join its Procurement Services office.

This role is responsible for the administration of the supplier registration process, and maintenance of the College’s master supplier records as well as providing general support to RISD’s departments and external suppliers. 

The mission of Rhode Island School of Design, through its college and museum, is to educate its students and the public in the creation and appreciation of works of art and design, to discover and transmit knowledge, and to make lasting contributions to a global society through critical thinking, scholarship and innovation. The Procurement Services Department directly supports RISD's educational, environmental and administrative needs through the effective acquisition of, and payment for, required goods and services.

ESSENTIAL FUNCTIONS/DUTIES:

•    Serve as the primary administrator for RISD’s third-party Suppler Registration process and ACH Portal (Currently PaymentWorks). Responsible for day-to-day functioning of PaymentWorks, including all vendor communications.  Ensure vendor contacts and profile submissions are accurate, and approve and authorize vendors for submission into Workday.
•    Validate supplier submissions within third-party supplier set-up and ACH portal (currently PaymentWorks) & ensure all new supplier and supplier maintenance is completed within Workday.
•    Coordinate with Academic Affairs to ensure the timely and accurate set-up of international suppliers and guests performing work within the United States.
•    Assist in the administration of the disposal or selling of obsolete and surplus physical inventory, including anything of value.  Identify purchasers for products to participate in bidding process, including coordinating bidding and shipping.
•    Contact suppliers and individuals to obtain any necessary information needed in order to set them up in the system in the appropriate manner.
o    Review and create complex documents, reports, etc., to assure compliance with College requirements and/or government regulations, and notify supervisor of unusual situations; provide information, research, statistics, and analysis.
o    Validate that potential suppliers are not on the Federal Government’s restricted party listing (Patriot Act compliance).
o    Validate supplier 1099/1042-S status.
o    Ensure that entities are properly categorized and coded.
•    Serve as an administrator of the RISD contract management system.
o    Oversee and maintain the college’s contract management system, ensuring all contracts are accurately entered, updated, and tracked for compliance and renewal deadlines.
o    Manage the routing of contracts for internal approval and secure e-signatures (internal and external), ensuring all contracts are reviewed and signed by the appropriate RISD signatories.
•    Maintains vendor files; adds, deletes and changes vendor addresses and names. Conducts annual review of vendor file to determine if changes should be made; ensures that records are current and correct.
•    Monitor [email protected] account for questions and supplier update requests.
•    Assist with Accounts Payable day-to-day operations.
•    Receive all RISD Utility Invoices and process payments within Workday accordingly.

JOB QUALIFICATIONS/SPECIFICATIONS 
KNOWLEDGE/SKILLS/EXPERIENCE REQUIRED:
•    Associate’s degree or equivalent combination of education and experience. 
•    Flexibility, attention to detail, and a customer service mindset are extremely important. 
•    Ability to work both independently and as part of a team. 
•    Ability to handle complex and confidential information with discretion. 
•    Computer competency required.
•    Excellent communications skills. Must be comfortable communicating with all internal units as well as with suppliers and individual payees.
•    Time management skills.

PREFERRED:
•    One or more years of related experience preferred, preferably at a higher education or non-profit institution. 
•    Experience with ERP system and, Workday financial system highly desirable. 

Union

No

Work Schedule

40 hours/week; 12 months/year

Employment Status

Full-Time Regular; Non-Exempt

Grade

820NE

Documents Needed to Apply

Resume (required)

Cover Letter (required)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.

For internal use only - Job Family:

Accounts Payable & Purchasing