Employment

Wabash College, a liberal arts college for men, seeks faculty and staff who are committed to providing quality engagement with students, high levels of academic challenge and support, and meaningful experiences that prepare students for life and leadership among diverse populations around the globe. 

POSITION SUMMARY:

The Business Assistant – Accounts Payable and Senior Administrative Assistant to the Chief Financial Officer supports the accounting, payment, business expense management, for the college and administrative functions for the Chief Financial Officer (CFO).  This is a full-time position with benefits. 

This position is responsible for processing vendor payments, employee payments and reimbursements, and other business expenses in accordance with college policies, accounting procedures, and applicable tax and regulatory requirements.

This role also provides executive administrative support to the Chief Financial Officer with a primary focus on managing the CFO’s calendar, scheduling meetings and logistics, coordinating board committee meeting preparation and minutes, and supporting effective communication and organization within the office.

This position serves as a key resource to faculty, staff, vendors, and campus departments regarding payment processes, allowable expenses, documentation requirements, chart of accounts coding, and expense management procedures. This role requires strong attention to detail, excellent customer service, sound judgment, and the ability to safeguard confidential financial and administrative information.

PRIMARY DUTIES AND RESPONSIBILITIES: 

Accounts Payable and Expense Management

• Process accounts payable transactions, including vendor invoices, payment requests, employee reimbursements, and other college expenses.
• Review payment documentation to ensure expenses are properly authorized, adequately supported, accurately coded, and compliant with college policies and procedures.
• Assist campus departments with questions related to allowable expenses, required documentation, appropriate chart codes, payment timing, and procurement or reimbursement processes.
• Support the college’s business expense management processes, including review, reporting, and reconciling transactions.
• Monitor and follow up on incomplete, inaccurate, or missing documentation for invoices, reimbursements, purchasing card charges, and other expense-related transactions.
• Prepare and process payment files, check runs, electronic payments, and related disbursement activity in coordination with the Director of Accounting Services.
• Audit vendor records, including collecting required documentation, verifying payment information, and supporting tax reporting requirements.
• Assist with independent contractor documentation and payment processing, including coordination of required tax forms and supporting materials for resident and non-resident contractors.
• Support annual tax reporting processes, including preparation and review of vendor information related to Forms 1099 or other required reporting.
• Reconcile accounts payable activity, vendor statements, purchasing card transactions, and other payment-related records as assigned.
• Assist with bank, payment, and general ledger reconciliations related to accounts payable and business expenses.
• Enter, review, and maintain accounts payable data in the college’s enterprise resource planning system and related technology platforms.
• Support document imaging, electronic workflow, and records retention processes for accounts payable and expense documentation.
• Provide excellent customer service to internal and external constituents, including faculty, staff, students, vendors, and third-party service providers.
• Assist in the development, updating, and communication of accounts payable procedures, forms, process documents, and training materials.
• Support audit preparation by gathering documentation, responding to information requests, and assisting with transaction research.
• Identify opportunities to improve accounts payable processes, strengthen internal controls, and enhance service to the campus community.
• Maintain confidentiality of financial, vendor, employee, student, and institutional information.

Administrative Support to the Chief Financial Officer

• Serve as the administrative assistant to the CFO, providing organized, timely, and confidential administrative support.
• Manage the CFO’s calendar, including scheduling meetings, coordinating appointments, resolving calendar conflicts, and ensuring appropriate preparation time.
• Coordinate meeting logistics for the CFO, including room reservations, virtual meeting links, agendas, materials, and follow-up items as needed.
• Assist with communications on behalf of the CFO, including drafting, proofreading, formatting, and distributing routine correspondence, meeting materials, and office communications.
• Track deadlines, follow-up items, and time-sensitive matters to support the CFO’s priorities and office workflow, including management of the department’s task calendar.
• Assist with preparation and organization of materials for internal meetings, trustee or committee meetings, budget discussions, audit meetings, and other finance-related activities as assigned.
• Maintain confidential files, records, and documentation related to the CFO’s office and financial administration.
• Provide general administrative support for the Treasurer’s Office, including document organization, form updates, website support, supply coordination, and other office support tasks as needed.

Customer Service and Collaboration

• Provide excellent customer service to internal and external constituents, including faculty, staff, students, vendors, third-party service providers, and campus partners.
• Communicate clearly and professionally regarding payment status, documentation needs, expense policies, and scheduling matters.
• Collaborate with Accounting Services, Auxiliary Services, campus departments, and other administrative offices to support effective procure-to-pay and expense management processes.
• Maintain confidentiality of financial, vendor, employee, student, administrative, and institutional information.
• Perform other related duties as assigned.

QUALIFICATIONS:

Required Qualifications:

• Previous experience in Accounting, Finance, Business Administration, Office Administration, or a related field required; equivalent combination of education and relevant experience may be considered.
• Two or more years of experience in accounts payable, accounting support, bookkeeping, business expense management, administrative support, or related office operations.
• Experience managing calendars, scheduling meetings, coordinating logistics, or providing administrative support to a senior leader or office.
• Strong attention to detail and accuracy in reviewing, coding, scheduling, and processing information.
• Ability to interpret and apply policies, procedures, and documentation requirements.
• Strong customer service skills and the ability to work collaboratively with faculty, staff, students, vendors, senior leaders, and other campus partners.
• Strong organizational and time-management skills, with the ability to manage multiple priorities, meet deadlines, and follow through on outstanding items.
• Proficiency with Microsoft Office, particularly Outlook, Excel, Word, and Teams or similar collaboration tools.
• Experience using accounting, financial, ERP, purchasing card, expense management, or administrative systems.
• Ability to maintain confidentiality and exercise sound professional judgment.
• Strong oral and written communication skills.

Preferred Qualifications:

• Bachelor’s degree in Accounting, Finance, Business Administration, Office Administration, or a related field.
• Experience in higher education, nonprofit, or similarly complex organizational setting.
• Experience supporting a CFO, Treasurer, senior administrator, or executive-level leader.
• Experience with purchasing card administration, employee reimbursements, vendor management, or tax reporting processes.
• Familiarity with chart of accounts structures, general ledger coding, and fund accounting.
• Experience with document imaging, electronic workflow, calendar management systems, or automated accounts payable systems.
• Experience with Workday

Benefits That Support You and Your Family

At Wabash, we believe supporting our employees means investing in their health, families, financial future, and professional growth.  We offer a comprehensive and competitive benefits program designed to support the overall well-being of our full-time employees. Benefits include:

• Medical Plan Options – Choose the coverage that works best for you:
  • A PPO plan with in-network and out-of-network flexibility
  • A High Deductible Health Plan (HDHP) with up to $1,400 in annual employer contributions to your Health Savings Account (HSA)
• Voluntary Dental and Vision Coverage
• Primary Care & Walk-In Clinic – Dedicated access for employees and eligible family members through our partnership with Franciscan Health
• Flexible Spending Accounts (FSA) – Including Health Care, Limited Purpose, and Dependent Care options
• Employer-Paid Basic Life and AD&D Insurance
• Voluntary Life and AD&D Insurance options
• Employer-Paid Short-Term and Long-Term Disability Coverage
• Generous Parental Leave
• 403(b) Retirement Plan – 7% employer contribution plus up to an additional 3% employer match
• Tuition Remission and Tuition Exchange Programs
• Local and Community Discounts

Wabash College is an equal opportunity employer.