Finance Vendor Administrator

Department: Finance 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Manager, Financial Services

Employee Group: WLUSA 

Application Deadline: March 9, 2026

Requisition ID: 10651 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

The Finance Vendor Administrator position is part of the Accounts Payable team and assists with the day-to-day administrative functioning of accounts payable processes, including vendor database maintenance, and other duties associated with accounts payable administration. 

The incumbent will have daily contact with vendors, administration staff, management, other departmental faculty and staff. This is a critical role, with a high volume of transactions, and is necessary to ensure proper segregation of duties within the Accounts Payable department. The incumbent has a direct influence on verifying and validating vendor information, which contributes to strong financial controls. The position requires a very high level of attention to detail and the ability to use various resources, probing questions, and investigative skills to validate new vendors, vendor change requests, and vendor banking information to ensure only valid vendor changes are entered into the financial system.

Confidential materials are handled on a regular basis, so the successful candidate must exercise discretion in the performance of his/her duties.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Vendor Master Record Maintenance

• Reviews documentation received from Accounts Payable staff for any new vendors or vendor changes. Ensures all necessary information is collected (e.g., social insurance number) and may need to contact other staff or the vendor directly for confirmation.
• Reviews new supplier request forms in shopLaurier. Validates new vendors and vendor change requests using internet searches, CRA business registration tools, and/or calling the vendor directly. Identifies instances where user must provide proof of Broader Public Sector or Expense Handbook compliance. Documents verification process to meet internal control requirements.
• Updates master vendor record file in the financial system on a timely basis.

Vendor Banking Maintenance

• Reviews vendor requests for EFT (direct deposit) payments. Validates new requests and change requests by using internet searches and calling the vendor directly. Documents verification process to meet internal control requirements.
• Updates master banking record file in the financial system.

Wire Payments

• Reviews wire transfer requests. Validates change requests by calling the vendor directly and/or liaising with other staff.
• Submits wire transfer in banking system for additional review/approval.

Vendor Clean-up

• Runs reports to identify inactive vendors. Conducts appropriate research to confirm if vendor ID should be inactivated in the system.
• Runs reports to identify duplicate vendors. Conducts appropriate research to confirm if vendor ID should be terminated.
• Submits reports to Manager, Financial Service for review

Other

• Assists with process improvement projects.
• Prepares ad hoc reports as needed.

Qualifications

• College diploma in accounting or related field plus 1 year of related experience
• 1-2 years experience in a large accounting or accounts payable office, preferably in a public sector environment
• Knowledge of basic accounting principles and bookkeeping procedures is an asset
• Strong knowledge of MS Office products, especially Excel
• Experience with Banner, Millennium, and shopLaurier are an asset
• Strong attention to detail and accuracy
• Abilty to handle high volume of transactions on a regular and timely basis
• Demonstrated excellent communication skills, both written and verbal, as the incumbent will be frequently calling vendors
• Ability to protect and maintain information in strict confidence
• Self-motivated, goal-orientated individual who is capable of working in a dynamic and challenging work environment

This position has been deemed eligible for educational equivalencies.

Hours of Work: This is a full-time, 12-month limited term position. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. On occasion, this schedule may need to be adjusted to meet operational requirements. Flexibility in hours will be required, including evening and/or weekend work due to events that occur during non-typical business hours. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements. 

Compensation:

Level: C

Rate of Pay: $35.15 to $37.17 per hour with an annual step progression on anniversary date up to $40.19 per hour. Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job. 

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.