Supplier Registration Supervisor at Brown University in Providence, RI

SUPPLIER REGISTRATION SUPERVISOR Location: South Street Landing Job Description: The Supplier/Payee Registration Supervisor will direct the registration process for all University suppliers and miscellaneous payees.  They will be responsible to employ best practices in data collection, safeguarding Personal Identifiable Information (PII), and maintaining the integrity of supplier and miscellaneous payee records in the Workday Strategic Sourcing (WSS) system; while ensuring compliance with applicable federal laws, University policies and procedures, and foreign national payment requirements.  They will serve as the administrator of the WSS system, which interfaces with Workday Financials, and assists in the generation of IRS 1099 and 1042-S tax forms.  Additionally, WSS is utilized by the University to meet its reporting requirements related to: use of local suppliers (economic impact), supplier diversity (DIAP initiatives) and strategic sourcing activities.  This position will also administer the Miscellaneous Payments business process, which generates payments and data used for tax forms.  Miscellaneous Payments are non-wage payments made to Brown University students, Non-Brown University students, Visiting Researchers/Scholars, and guest speakers.  This position will be responsible for the proper collection and maintenance of payee records, and compliance with: federal laws, University policies and procedures, and foreign national payment requirements. They will provide excellent support and service to critical departments across campus and work closely with Accounts Payable, Payroll, Foreign National Tax, Strategic Sourcing, and the Office of Financial Strategy & Planning.  They will assist with implementing and testing system enhancement projects and lead the related Workday bi-annual release testing.  This position will have one direct report and will be responsible to lead, train, and develop staff. 1. Major Responsibility:    Administer the supplier registration and miscellaneous payee process.  Responsible for reviewing all supplier record and miscellaneous payee requests, ensuring compliance with federal laws and University policies, and providing final approvals  Supporting Actions: • Review all supplier  and miscellaneous payee requests, ensure accuracy and completeness of records in Workday Strategic Sourcing (WSS), conduct final approvals or rejections, and administer onboarding. Data is used in generating IRS tax forms • Employ best practices and ensure compliance with safeguarding PII, managing record edits, and maintaining data integrity in WSS • Analyze requests to identify improper use, such as temporary employment situations • Collaborate with subject matter experts in University Human Resources, Payroll, Foreign National Tax, and Strategic Sourcing • Approve or amend supplier categories and classifications for proper classification in Workday Financials and accurate tax reporting • Vet suppliers in the Visual Compliance system to ensure University compliance with federal agency restrictions related to conducting business with certain “excluded parties” • Consult with Export Control Officer on positive “hits” and determine appropriate actions • Ensure proper utilization of specific suppliers (i.e. America To Go and External Printing program through University Communication) per Strategic Sourcing guidelines. • Continuously monitor integration data between Workday Strategic Sourcing and Workday Financials to identify and resolve discrepancies  timely • Manage workflow to provide high level of customer service to end users • Train departmental staff throughout the University on adherence to supplier registration policies and procedures, applicable federal laws, and foreign national payment requirements • Monitor the Supplier Management email account and provide excellent customer service • Establish controls to ensure changes and additions to supplier’s record are accurate and appropriate • The above will result in: • Suppliers entered and classified correctly WSS, Workday Financials, and on IRS tax forms. • Accurate information reported in the University’s financial statements and required departmental reports. • University compliance with federal laws and best practices. 2.   Major Responsibility:     Provide training and communications to departments.  Lead, train, and develop staff   Supporting Actions:      • Create and document internal policies and procedures  for the supplier and payee registration process and update the Controller’s website, when needed • Develop and administer training and communication material for the University • Provide on-going training to key departments and end users on the Supplier and Miscellaneous Payee request business process • Identify process issues timely and work closely with Workday Operations/OIT until resolution • Collaborate with Workday Operations and OIT to streamline the business process and lead testing • Provide supervision, training, and guidance to staff  • Lead staff to develop and complete annual evaluations • The above will result in: • University compliance with federal laws, policies, and best practices. • Staff receiving appropriate management, guidance, and feedback to develop.   3. Major Responsibility:    Overall management and responsibility for supplier and payee record administration. Responsible for continuous improvements and system testing Supporting Actions: • Manage and control the process over editing supplier and payee records using best practices • Administer OIT recommended strategies, Internal Audit guidelines, and IRS requirements for record retention and maintenance, data backup, removing duplicate records, inactivating suppliers, and distributing IRS 1099 “B” notices • Develop and employ policies and procedures, training content, and communication materials related to change management of records • Facilitate processes with key stakeholder departments such as Accounts Payable, Payroll, and Strategic Sourcing • Closely monitor and identify integration failures or system issues on an on-going basis, and report timely to Workday Operations • Collaborate with Workday Operations to recommend streamlined efforts over the process of maintaining supplier and payee records • Conduct Workday testing prior to implementing improvements and conduct patch testing, as needed • Lead Workday bi-annual release testing relating to supplier and payee administration • The above will result in: • Best practices used when maintaining supplier and payee records and compliance with federal laws. • Continuous process improvements and proper system testing. 4. Major Responsibility:    Serve as backup and complete other projects as assigned Supporting Actions: • Serve as backup to assigned staff • Process Supplier and Miscellaneous Payee requests during peak times of the year when the volume is high • Assist Accounts Payable Manager with duties and projects as needed • The above will result in: • Minimal disruption of services provided to the University • Additional departmental support JOB QUALIFICATIONS Education and Experience • Bachelor’s degree or equivalent combination of education and experience. • Two or more years of related experience with supplier management or Accounts Payable. • Experience with federal rules and regulations related to payment processing and reporting. • Experience with best practices to properly maintain supplier and payee records. • Proficient with Excel and Google Sheets. • Experience with Workday is preferred. Job Competencies • Critical analysis skills and attention to detail. • Strong organizational, administrative, and time-management skills. • Excellent customer service and communications skills.  • Ability to deliver clear instructions and communicate with all levels of personnel within the University, as well as suppliers and individual payees. • Ability to direct all aspects of Workday supplier management and the Miscellaneous Payments business process.  • Understanding of impacts and connections of supplier and payee records to other Workday Procurement functions, the University’s financial processes, and IRS tax forms. • Ability to create policies, procedures, and training resources. • Ability to manage and develop staff. Please submit a cover letter specifying which position you are applying to and a resume with your application.   All offers of employment are contingent upon a criminal background check and education verification satisfactory to Brown University. Benefits of Working at Brown: Please review additional information on the Benefits of Working at Brown. Recruiting Start Date: 2026-06-09 Job Posting Title: Supplier Registration Supervisor Department: Office of the Controller Grade: Grade 9 Worker Type: Employee Worker Sub-Type: Regular Time Type: Full time Scheduled Weekly Hours: 37.5 Position Work Location: Hybrid   Submission Guidelines: Please note that in order to be considered an applicant for any staff position at Brown University you must submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions. Please include a cover letter and resume with each position application. This position is not eligible for visa sponsorship. Brown University is a registered employer in the following states: Rhode Island, California, Colorado, Connecticut, Florida, Maryland, Massachusetts, New York, New Hampshire, New Jersey, North Carolina, Washington, D.C. All remote work must be performed in a state in which Brown is registered to do business. Still Have Questions? If you have any questions you may contact employment@brown.edu. Brown is an E-Verify Employer. EEO Statement: Brown University provides equal opportunity and prohibits discrimination, harassment and retaliation based upon a person’s race, color, religion, sex, age, national or ethnic origin, disability, veteran status, sexual orientation, gender identity, gender expression, or any other characteristic protected under applicable law, in the administration of its policies, programs, and activities. The University recognizes and rewards individuals on the basis of qualifications and performance. The University maintains certain affirmative action programs in compliance with applicable law.