Procure-to-Pay Shared Services Director

May 13, 2017
Institution Type
Four-Year Institution
About The Unit: The University of Chicago Shared Services Office (SSO) is a customer service organization focused on providing user-friendly, high quality and cost effective administrative services to the university community. The SSO offers key procure-to-pay and human resource transaction services to customers through consistent processes and enabling technology.

Unit Job Summary: The Procure-to-Pay Director sets the strategic direction for the University's Shared Services Procure-to-Pay (P2P) function. In addition, the Director establishes the goals and objectives which will be achieved across Procure-to-Pay Shared Services. Essential Functions: Process: - Responsible for overseeing, directing, and managing the day-to-day operations of the Procure-to-Pay Shared Services team, including the following processes: reviewing purchase orders, processing invoice payments, issuing contracts, processing check requests, administering the employee expense reimbursement program, and managing vendor relationships - Manage the University's central accounts payable function - Ensure all escalated issues are resolved, and service levels are met by reviewing monthly performance reports and meeting with unit representatives - Confirm all business processes are documented appropriately, executed, cost effective, and contain appropriate controls - Implement and enforce University accounts payable policies and procedures - Enable operational excellence through the delivery of top-performing, end-to-end procurement transaction processes, from contract creation and negotiation to procuring goods and services and issuing payment - Establish metrics to determine success of new and ongoing initiatives - Ensure all escalated issues are resolved, and service levels are met by reviewing monthly performance reports and meeting with unit representatives - Responsible for the University-wide vendor creation strategy and the team that supports the needs of the University community - Review monthly reports to assess P2P Shared Services Key Performance Indicators (KPIs) that will identify potential training, continuous improvement opportunities, including potential enhancements to existing technology - Provide analysis and reports pertaining to University accounts payable activity Leadership: - Cultivate a learning organization that promotes a customer service and continuous improvement culture - Provide development opportunities and cross-training throughout the Procure-to-Pay Shared Services department - Develop Procure-to-Pay Shared Services plan to accommodate growth and sustain continuous improvement - Support and implement continuous improvement initiatives within Procure-to-Pay Shared Services - Hire, train, evaluate, lead, and develop the activities of the Procure-to-Pay team - Develop and complete departmental goals, including identifying and implementing continuous improvement efficiencies Relationship Management: - Develop and maintain effective relationships with key stakeholders on campus as well as external constituents - Act as a liaison between Procurement and Shared Services to ensure a consistently efficient and customer-focused application of service - Ensure Procure-to-Pay Shared Services employees understand and appreciate the unique needs of customers within a higher education institution - Coordinate with various departments to ensure efficient and accurate payment processing and resolution of discrepancies - Participate in the resolution of issues raised by internal and external stakeholders - Act as a liaison between campus stakeholders, University technical functions, and third party software suppliers

Unit Education: Required Education: - Bachelor's Degree in Accounting, Business Administration, or related field required Preferred Education: - Master's Degree, CPA or Purchasing/Accounts Payable certification

Unit Experience: Required Experience: - Seven or more years of Business or Procurement experience managing direct reports - Experience with implementing large-scale organizational change - Experience in a customer service environment - Proficiency with multiple procurement and payment related systems (i.e. mainframe, expense management, electronic purchase order, data repository) - Demonstrated knowledge and experience with productivity and continuous improvement initiatives Desired Experience: - Familiarity with administrative processes, procedures, and systems in a higher education setting - Previous experience in a higher education institution - Previous experience in a Shared Services organization

Unit Job Function Competencies: - Strong leadership experience - Ability to create and sustain an engaging, creative and growth-oriented employee experience - Proven ability to create and sustain and performance-based, service first culture - Exceptional communication skills to create an atmosphere in which information flows smoothly through the organization in a timely manner - Time management skills, including the ability to manage competing priorities, multitask, and remain calm under pressure - Thorough knowledge of accounting principles and accounts payable practices/techniques - Understanding of system interfaces between accounts payable and other financial systems - Ability to participate as a team player and positively influence group activity - Project management and proven problem solving and analytical skills - Ability to enforce policies and continuously focus on process improvement - Demonstrated success in a team-based environment and project leadership roles - Ability to manage competing priorities and meet deadlines

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