Vendor Management Specialist at The Andrew W Mellon Foundation

New York, New York, United States -

Full Time

Start Date

Immediate

Expiry Date

12 Feb, 26

Salary

73000.0

Posted On

14 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Vendor Onboarding, Compliance Verification, Banking Verification, Data Management, Communication Skills, Attention to Detail, Organizational Skills, ERP Systems, W-9 Forms, W-8 Forms, TIN Matching, Financial Data Handling, Process Improvement, Audit Support, Collaboration, Documentation

Industry

Philanthropic Fundraising Services

Description

Mellon Foundation Vendor Management Specialist (Temp-to-Perm) Please note this is a temp-to-perm hire. As a temp-to-perm hire, you will begin in a temporary capacity with the intention of transitioning to a permanent position after a successful evaluation period. While on temporary assignment, a third-party staffing agency will be the employer of record for the selected candidate. Accordingly, this role will not be eligible for the Foundation’s benefits until the transition to a permanent role. The Mellon Foundation (“Foundation”) is a not-for-profit, grant making organization that believes that the arts and humanities are where we express our complex humanity, and we believe that everyone deserves the beauty, transcendence, and freedom to be found there. Through our grants, we seek to build just communities enriched by meaning and empowered by critical thinking, where ideas and imagination can thrive. The Foundation makes grants in four core program areas - Higher Learning, Arts and Culture, Public Knowledge, and Humanities in Place - and through its signature Presidential Initiatives. The Foundation seeks a Vendor Management Specialist for our Finance team. Team/ Program Overview: Mellon Finance provides central financial stewardship and services in support of the notable work undertaken by the Foundation. We strive to build operational excellence and compliance capabilities that enable the Foundation to fulfill its mission and goals. Position Summary: The Vendor Management Specialist plays a key role in ensuring accurate and compliant vendor onboarding within the Foundation’s financial systems. This position is responsible for managing the vendor onboarding process from end to end, including portal management, compliance verification (OFAC, TIN Matching), and banking verification via scheduled callback procedures. This role reports to the Accounting Manager. This role maintains clean, verified vendor data and ensures compliance with internal controls and external regulatory requirements. The ideal candidate is highly detail-oriented, organized, and professional, with strong communication skills and experience handling sensitive vendor data. They will proactively manage vendor communications and work collaboratively with internal teams to support timely onboarding and accurate payment processes. Position Description: Responsibilities may include, but will not be limited to the following:  Vendor Onboarding & Setup: * Lead the vendor onboarding process through the Foundation’s secure vendor portal, including invitation, follow-up, and verification of submitted information. * Review and process new vendor set up requests, ensuring required documentation is complete and accurate. * Perform vendor compliance checks, including OFAC screening and TIN matching, ensuring timely flagging and resolution of any discrepancies. * Maintain accurate vendor records, documentation, and audit trails in accordance with Foundation policies. * Ensure completion of W-9 and W-8 forms, banking documentation, and related tax or compliance information. Banking & Payment Data Verification: * Support the integrity of the Foundation’s vendor payment process by verifying vendor bank details through structured callback protocols. * Maintain vendor master data in ERP system, by ensuring vendor data is clean, validated, and formatted to support timely and accurate payments. Communication & Mailbox Management: * Manage the vendor onboarding shared mailboxes, triaging and responding to inquiries related to onboarding. * Provide guidance and support to vendors on required documentation and onboarding steps. * Collaborate with internal finance, grants, and contracts management teams, to ensure onboarding aligns with payment timelines and compliance requirements. Other Duties * Assist in maintaining onboarding workflows and documentation for internal training and auditing purposes. * Provide support during audits or internal reviews related to vendor compliance and onboarding procedures. * End to end oversight of vendor master file database along with complete vendor analysis on a timely cadence to support team members. * Key Performance Indicators (KPI’s) that drive quarterly vendor onboarding timeline. * Assist in developing and implementing process improvements for vendor set up, approval workflow and system enhancements. * Other duties as assigned. Qualifications: * Associate’s or Bachelor’s degree in Business, Accounting, Finance, or a related field; or equivalent work experience. * 2–4 years of experience in a finance, accounting, or compliance role, preferably with exposure to vendor onboarding or data verification. * Experience with ERP systems is required (preferably NetSuite), and familiarity with vendor portals is a plus. * Strong understanding of W-9/W-8 forms, TIN matching, and vendor compliance requirements. * Ability to handle sensitive financial and banking information confidentially. * Excellent attention to detail, organization and follow-through. * Strong written and verbal communication skills. * Highly organized with the ability to manage multiple tasks, deadlines, and priorities. The Mellon Foundation is committed to building an inclusive workplace where all individuals are treated with dignity and respect. Employment opportunities are based on individual qualifications, merit, and organizational need, without regard to race, color, religion, sex (including pregnancy, childbirth, and related conditions), gender identity or expression, sexual orientation, age, national origin, disability, veteran status, or any other characteristic protected by applicable law. We welcome applications from qualified individuals of all backgrounds. Mellon is committed to access and inclusion for our applicants. If you have accessibility requests to support your participation in the hiring process, please let us know at your earliest convenience. Mellon is committed to providing compensation that is competitive and equitable within the philanthropic sector. The hourly pay rate range for this role is $35 - $37.50 (annualized to $68,000 - $73,000). The amount of pay offered is determined by several factors, including but not limited to qualifications, unique skills, credentials, or experience that is expected to impact the candidate’s contribution to the role. We also consider market data as well as the Foundation’s internal pay equity framework. Please note that Mellon maintains a hybrid work schedule, with three days per week in person at the Foundation’s Manhattan offices. Candidates should apply by submitting a cover letter describing fit for the position and a resume by January 4th, 2026. Please note that incomplete applications will not be considered. The Foundation will consider each complete application carefully but only contact those individuals it believes are most qualified for the position.

Responsibilities

The Vendor Management Specialist is responsible for managing the vendor onboarding process, ensuring compliance and accuracy in vendor data. This role involves communication with vendors and collaboration with internal teams to support timely onboarding and payment processes.