Payment Services Administrator

Department: Procurement Operations
Position covered by the Collective Agreement with USW Local 4120

Temporary full-time from 01/12/2026 to 05/08/2026 

Temporary Absence of the Regular Incumbent 

If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. 
Career Opportunities (sapsf.com) 

Duties and Responsibilities

Reporting to the Assistant Manager, Payment Services, the Payment Services Administrator is a key member of the Financial Services department, supporting the University’s day-to-day payment operations. This role is responsible for administering all functions within Payment Services. The Administrator ensures the accurate and timely processing of accounts payable transactions, including vendor invoice payments, payment requisitions, system interfaces, employee reimbursements, travel-related advances, and petty cash reimbursements.

The Administrator plays a central role in processing University payments totalling approximately $1.2 billion annually. This includes the processing of over 165,000 invoices and 14,000 employee expense claims, all within a sensitive and complex fiscal environment that demands strict adherence to policies, funding guidelines, and regulatory requirements. Payments are disbursed under increasing scrutiny by external funding agencies, government bodies, and the University’s Board of Governors, with a strong focus on accountability and transparency.

Working across the University’s current decentralized academic and administrative structure, the Administrator utilizes five core financial systems: SAP Concur (Concur Expense and Travel), Oracle Payables, SAS (Signature Authorization System), the T4A/HR integrated system, and the Perceptive Content electronic routing system. Responsibilities include establishing and maintaining vendor records, managing bank and tax information, and ensuring proper coding for charges, recoveries, and clearing of advance accounts. The accurate application of HST is also critical to enable timely and correct rebate claims.

The Administrator provides guidance and training to faculty, staff, and administrative support across more than 150 departments on interpreting travel, business, and professional development reimbursement policies, including those related to relocation, taxable benefits, and privacy legislation such as the Freedom of Information and Protection of Privacy Act (FIPPA). As a lead contact for over 4,000 claimants and 200 departmental representatives, the Administrator also manages the three inboxes for Accounts Payables and ECS/Concur and maintains the Travel and Expense Claims website.

Strong judgment, discretion, and tact are essential in this role, particularly when advising on conflicting policy requirements or when troubleshooting issues for claimants. The Administrator must be self-directed, highly organized, and able to manage multiple sensitive priorities in a high-volume, deadline-driven environment. The role frequently liaises with internal and external auditors and occasionally responds to FIPPA requests, requiring comprehensive knowledge of internal controls and audit-ready documentation.

By maintaining financial accuracy, policy compliance, and excellent client service, the Payment Services Administrator ensures operational efficiency and upholds the University’s standards for financial integrity across a diverse and dynamic institution.

Requirements

• A Two-year Community College diploma in Accounting, Business Administration, Management, or Communications; Bachelor's degree is preferred
• A minimum of one year of related experience is required, preferably in a large, complex organization with a diverse client base and high transaction volume. This experience should include:

• • Hands-on work with enterprise-level financial systems (e.g., Oracle Financials, SAP Concur)
  • Accounts payable operations, including invoice processing, vendor management, EFT setup, and payment auditing
  • Expense reimbursement processing, including interpreting receipts, foreign currency conversions, and applying tax rules (e.g., HST)
• Working knowledge of internal controls, policy interpretation, and the approval hierarchy in a decentralized environment
• Experience navigating customer service scenarios, including managing disputed or rejected transactions with tact and professionalism
• Demonstrated ability to perform data entry with high accuracy, use the Microsoft Office Suite, and operate in high-volume, deadline-driven environments

This foundational experience is essential to ensure the incumbent can effectively manage the complexity, sensitivity, and pace of the University’s payment operations with minimal supervision.  

Employee Type: Regular 
Position Number: 10414015 
Classification: USW, Local 4120 Salary: Band 4  
USW Local 4120 Wage Grid

*Tentative evaluation; subject to final review.

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 12/23/2025  
Closing Date: 12/30/2025