Northwestern University
Vendor Specialist
Procurement and Payment Services (PPS) serves as the centralized hub for all procurement and payment-related activities at Northwestern University. PPS is committed to delivering timely, accurate, and policy-compliant procure-to-pay financial services, while continually improving systems and processes to enhance efficiency and the overall user experience. Reporting to the Assistant Manager of Vendor File Management, the Vendor Specialist plays a key role in ensuring the integrity and accuracy of the University's vendor data. This position is responsible for processing vendor registration requests, maintaining vendor records, and supporting compliance with University policies and regulatory requirements. The Specialist must approach transactions with an analytical mindset to identify and resolve issues proactively. While day-to-day responsibilities may focus on specific areas, all team members are expected to be cross-trained and adaptable to support the full range of vendor file management functions. The role requires a high degree of independence, strong attention to detail, and the ability to work with integrity and timeliness. This position also maintains close working relationships with colleagues across PPS, departments and schools, and the external vendor community. Essential Duties and Responsibilities Process vendor registration and update requests submitted by departments, Accounts Payable, Purchasing, and external vendors. Review and validate required documentation and approvals to ensure compliance with University policies and procedures. Research and resolve vendor-related issues in collaboration with Accounts Payable and Purchasing teams; escalate complex issues as appropriate. Monitor the status of vendor requests to ensure timely and accurate completion; follow up with stakeholders as needed. Run daily, weekly, and monthly queries to track outstanding or incomplete vendor requests and ensure data integrity. Conduct vendor compliance checks and other due diligence activities to ensure regulatory compliance. Assist departments in determining appropriate reimbursement or payment methods in accordance with policy. Enter and maintain internal metrics, tracking logs, and other reporting tools as needed. Participate in regular vendor file maintenance and clean-up efforts. Support ongoing process improvement, automation, and standardization initiatives across the vendor management function. All responsibilities are carried out with careful attention to policy compliance and applicable federal, state, and institutional regulations. Minimum Qualifications (Education, Experience, Certifications, Skills) Associate's degree in business, accounting, or a related field, or an equivalent combination of education, training, and experience from which comparable skills can be acquired. At least two years of accounting, vendor management, or procurement-related experience. Strong analytical, organizational, and problem-solving skills. Proficiency in Microsoft Office Suite and comfort learning new systems. Excellent communication skills, both oral and written, and the ability to collaborate effectively as part of a team. Demonstrated ability to manage multiple priorities, meet deadlines, and work independently with a high level of accuracy. Working knowledge of procurement and payment processes, systems, and compliance requirements. Ability to interpret and apply financial policies and procedures within a complex organizational environment. Preferred Qualifications (Education, Experience, Certifications, Skills) Experience working with vendor management in a purchasing or payables environment, plus if within a higher education or similarly decentralized organization. Familiarity with PeopleSoft Financials (NUFinancials). Knowledge of vendor compliance methods and tools (i.e. Visual Compliance). Track record of supporting process improvement and technology adoption in a financial operations context.
Procurement and Payment Services (PPS) serves as the centralized hub for all procurement and payment-related activities at Northwestern University. PPS is committed to delivering timely, accurate, and policy-compliant procure-to-pay financial services, while continually improving systems and processes to enhance efficiency and the overall user experience. Reporting to the Assistant Manager of Vendor File Management, the Vendor Specialist plays a key role in ensuring the integrity and accuracy of the University's vendor data. This position is responsible for processing vendor registration requests, maintaining vendor records, and supporting compliance with University policies and regulatory requirements. The Specialist must approach transactions with an analytical mindset to identify and resolve issues proactively. While day-to-day responsibilities may focus on specific areas, all team members are expected to be cross-trained and adaptable to support the full range of vendor file management functions. The role requires a high degree of independence, strong attention to detail, and the ability to work with integrity and timeliness. This position also maintains close working relationships with colleagues across PPS, departments and schools, and the external vendor community. Essential Duties and Responsibilities Process vendor registration and update requests submitted by departments, Accounts Payable, Purchasing, and external vendors. Review and validate required documentation and approvals to ensure compliance with University policies and procedures. Research and resolve vendor-related issues in collaboration with Accounts Payable and Purchasing teams; escalate complex issues as appropriate. Monitor the status of vendor requests to ensure timely and accurate completion; follow up with stakeholders as needed. Run daily, weekly, and monthly queries to track outstanding or incomplete vendor requests and ensure data integrity. Conduct vendor compliance checks and other due diligence activities to ensure regulatory compliance. Assist departments in determining appropriate reimbursement or payment methods in accordance with policy. Enter and maintain internal metrics, tracking logs, and other reporting tools as needed. Participate in regular vendor file maintenance and clean-up efforts. Support ongoing process improvement, automation, and standardization initiatives across the vendor management function. All responsibilities are carried out with careful attention to policy compliance and applicable federal, state, and institutional regulations. Minimum Qualifications (Education, Experience, Certifications, Skills) Associate's degree in business, accounting, or a related field, or an equivalent combination of education, training, and experience from which comparable skills can be acquired. At least two years of accounting, vendor management, or procurement-related experience. Strong analytical, organizational, and problem-solving skills. Proficiency in Microsoft Office Suite and comfort learning new systems. Excellent communication skills, both oral and written, and the ability to collaborate effectively as part of a team. Demonstrated ability to manage multiple priorities, meet deadlines, and work independently with a high level of accuracy. Working knowledge of procurement and payment processes, systems, and compliance requirements. Ability to interpret and apply financial policies and procedures within a complex organizational environment. Preferred Qualifications (Education, Experience, Certifications, Skills) Experience working with vendor management in a purchasing or payables environment, plus if within a higher education or similarly decentralized organization. Familiarity with PeopleSoft Financials (NUFinancials). Knowledge of vendor compliance methods and tools (i.e. Visual Compliance). Track record of supporting process improvement and technology adoption in a financial operations context.