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Procure to Pay Services Coordinator

Accounting / Finance, Education, General Management

Saint Mary\'s University

Halifax City, Nova Scotia

Position:                     Procure to Pay Services Coordinator (APC)

Department:              Procure to Pay Services, Financial Services

Salary:                        $54,091 - $69,708 (Group 5)

Founded in 1802, Saint Mary’s University is one of Canada’s oldest and leading institutions of higher learning and has evolved into a vibrant and engaged community of students, faculty, staff, and alumni from more than 100 countries around the world.  Saint Mary’s University is home to one of Canada’s leading business schools, a science Faculty widely known for its cutting-edge research, a comprehensive and innovative Arts Faculty and a vibrant Faculty of Graduate Studies and Research.

The Financial Services department is undergoing a significant service delivery model transformation aimed at improving service to clients. Our vision is to be customer-focused, anticipate our customers’ needs and deliver outstanding service and pragmatic solutions by focusing on the continual development of our processes and people.  Financial Services has integrated the procurement and accounts payable services to create a customer focused service centre.  Review of processes and cross training staff is ongoing. 

Under the direction of the Manager, Procure to Pay Services, the Coordinator, Procure to Pay Services, provides coordination and direction to the front-line Procure to Pay Services Representatives in supporting a wide range of services to University departments and employees.  The Procure to Pay Services unit is undergoing significant change and the Coordinator will have a critical role in managing the changes.

The Coordinator, Procure to Pay Services will play a key role in the success of department goals. The ideal candidate is a collaborative leader capable of directly influencing others for mutual benefit. S/he is highly results oriented, one who willingly tackles difficult challenges and has a relentless pursuit of achieving desired results. S/he is able to effectively manage multiple overlapping short and long-term priorities, without losing sight of day to day operational needs.

Duties as the Procure to Pay Services Coordinator include, but are not limited to:

  • The position will co-ordinate and supervise the work of 5 Representatives which includes:
    • Demonstrates vision, inspires confidence, encourages participation, instills enthusiasm for institutional and personal professional goals; secures group action.  Treats individuals fairly and with respect.  Functions effectively under pressure.
    • Seeks input of others respecting diverse opinions and ideas.  Works as a team with a common purpose.
    • Coaching and monitoring performance and providing day-to-day and periodic formal performance feedback.
    • Coordinating processing activities (purchase and payment requests, travel advance / expense claims, etc.).
    • Reviewing workflow and initiating adjustments for equitable distribution of duties and completion of work.
    • Resolving employee concerns either directly or through established grievance/complaint procedures.
    • Initiating disciplinary action; recommending and justifying discharge where warranted.
  • The position will be responsible to identify training requirements for the team in the areas of accounting policies and practices, current procurement legislation, internal controls, current customs and tax regulations, etc. The positon will be responsible to develop and maintain standard operating procedures for the department including:
    • Orienting employees on the University’s Procure to Pay processes and procedures.
    • Providing training and development opportunities to enhance performance and team participation.
    • Identifying opportunities for process and workflow improvements.
  • Exploring opportunities for process improvement with all stakeholders throughout the University.
  • Ensuring a secure, comprehensive vendor maintenance program that minimizes opportunity for duplication/fraud.
  • Coordinating the direct deposit program in vendor payment operations and improving external relationships.
  • Ensuring privacy of confidential banking and custodial information within the University’s Banner application.
  • Managing process for new vendor setups.
  • Serving as the P2P representative on the University’s cross functional Duplicate PIDM team.
  • Reviewing and approving the weekly Invoice Selection Report (Banner output), ie. investigating anomalies and audits
  • Serving as alternate approver for the weekly release of University disbursements and out of cycle payment requests.
  • Approving invoices/payment requests over $25,000 on behalf of Financial Services.
  • Reviewing anomaly and non-compliant payment requests and expense claims as escalated by Representatives.
  • Ensuring accurate and timely audit of the University’s P-card programs.
  • Making decisions on P-card cardholder suspensions, as appropriate.
  • In conjunction with the Assistant Director, coordinating all requirements of external third party audit requests.
  • Accurate and timely preparation and processing of prepaid expenses including working papers for University maintenance contracts and software licenses.
  • Tracking payment information for all small suppliers and recording details for the preparation/issue of T4A’s.
  • Serving as a subject matter expert for the P2P Representatives for a variety of issues including tax self-assessment and adjustment issues, treatment for cross border transactions, etc.
  • Coordinating the import process for the University ensuring compliance with the requirement of Canada Border Services Agency (CBSA) and Other Government Departments, as required.
  • Maintaining current knowledge of customs regulations, in particular valuation of goods, tariff treatments, application of end use provisions, NAFTA certificates and tariff classifications.
  • Coordinating the document retention process to ensure CBSA compliance.
  • Coordinating the post transaction review process for customs transactions.
  • Establishing reliable relationships with the University’s customs broker and contacts within the CBSA.
  • Orienting staff from University departments on the requirement of the customs regulatory bodies.
  • Coordinating requirements in the event of a CBSA audit.

To be the successful Procure to Pay Services Coordinator you will possess an Undergraduate degree in Commerce or Business Administration and have a minimum of three (3) years related experience. A major in Accounting will be considered an asset. You will further demonstrate an understanding of current accounting policies and practices, knowledge of Canada Revenue Agency (CRA) tax regulations and possess strong computer skills. You further have supervisory experience, excellent written and oral communication, analytical and interpersonal skills and the ability to work in fast-paced, team oriented environment and meet deadlines. ERP Banner experience, an understanding of current procurement policies and regulations, and supervisory experience in a unionized environment will be considered assets.

Apply for this opportunity online by visiting and use our online application system through CareerBeacon. Select the position you are interested in and apply by clicking the "Apply Online Now" button. Please include the names of three professional references. No telephone calls please.

The search committee will begin to consider applications on March 5, 2018 and continue until the position is filled.

Saint Mary’s University hires on the basis of merit and is committed to the principles of employment equity. Saint Mary’s University encourages applications from qualified women, visible minorities, Aboriginal people, and people with disabilities. Preference will be given to Canadian citizens and permanent residents of Canada. Saint Mary's University thanks all applicants for applying. Only those selected for interviews will be contacted.

Saint Mary’s University promotes a scent free environment and is proud to be tobacco-free as of September 1, 2013

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