Coordinator of Administrative Services

RFCUNY Research Foundation of the City University of New York; United States; Hybrid; USD 59,000 - 62,000; Full time

Benefits offered by this job

Laptop provided

Hybrid work schedule

Job summary

The RFCUNY Research Foundation is hiring a Coordinator of Administrative Services in the Office of Academic Affairs. This full-time role manages non-personnel expenses for programs, reviews invoices, monitors OTPS, and handles subcontract paperwork across RF and CUNY systems.

The position requires independence, attention to detail, and strong communication skills, with a hybrid work arrangement and potential travel between CUNY sites.

Qualifications

• Ability to work independently and collaboratively within a diverse, team-oriented environment.
• High level of attention to detail in a fast-paced setting.
• Excellent follow-up and written/verbal communication skills.
• Ability to develop and manage efficient tracking and monitoring systems.

Responsibilities

• Reviews and processes invoices, reimbursements, orders, stipends, advances, honorariums, requisitions, and other OTPS expenses using RF and TL systems.
• Maintain and update vendor/supplier records; handle OTPS submissions.
• Review expense allowability per policies and funding guidelines; ensure proper documentation.
• Review and monitor OTPS cost transfers and update internal trackers.
• Manage subcontracts and independent contracts paperwork via RF-CUNY systems.
• Reconcile purchase card expenses weekly and ensure receipts are submitted.
• Provide timely responses to inquiries and assist with budget tracking and expense reporting.

Skills

Attention to detail

Communication skills

Time management

Independent worker

Team collaboration

Organizational skills

Education

Bachelor’s degree preferred

Tools

Microsoft Excel

Microsoft Outlook

OneRF

CUNYFirst

Job description

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location: OFFICE OF SR. UNIV DEAN FOR ACADEMIC AFFAIRS Bargaining Unit: No Mission: The City University of New York (CUNY) is the nation's leading urban public university serving more than 540,000 students in matriculated degree, certificate, and continuing education programs at 24 colleges and institutions in New York City. The Office of Academic Affairs oversees a broad portfolio of programs at CUNY, all of them related to the university’s mission of providing accessible, high-quality education to all New Yorkers, and of helping City residents to prepare for and succeed in college and careers. Many of the programs managed by this unit are offered at CUNY colleges; others are directly operated out of the Central Office of Academic Affairs. The unit is in part distinguished by its strong commitment to high-quality instruction and counseling for students, ongoing professional development for staff and instructors, data-driven program management and improvement, and rigorous evaluation of its programs and initiatives.

General Description

The Coordinator of Administrative Services is a full-time position within the office of Academic Affairs. Reporting to the Director of Administrative Services, the Coordinator of Administrative Services will manage the non-personnel expenses for programs funded by the CUNY Research Foundation and by Tax Levy. The Fiscal and Administrative Services unit supports all major program areas within the Office of Academic Affairs. The duties and responsibilities of the position will include, but are not limited to the following:

Administrative Services (80%)

• Reviews and processes invoices, reimbursements, orders, stipends, advances, honorariums, requisitions, and other OTPS expenses accurately and in a timely manner, using RF systems including OneRF and TL systems including CUNYBuy and CUNYFirst.
• Maintain and update vendor/supplier records Handles OTPS submissions for RF projects as assigned, ensures proper expense coding, and follows-up with Program staff as needed.
• Review and determine the allowability of expenses in accordance with organizational policies, funding guidelines, and applicable regulations; ensure proper documentation and alignment with approved budgets and follow up on any discrepancies.
• Reviews, processes and monitors OTPS cost transfers and updates internal tracker.
• Reviews, tracks and submits paperwork for subcontracts and independent contracts agreements via RF-CUNY Contract Manager and CUNYFrst systems.
• Reconciles purchase card expenses (P-card, NET card, and Travel card) on a weekly basis for OAA programs and follows-up with staff to ensure all receipts are submitted on timely basis.
• Responds to requests and inquiries in a timely manner and able to meet tight deadlines.
• Assist with budget tracking and expense reporting

Other (20%)

• Attend staff meetings and training as required.
• Perform special projects and other duties as assigned.

Qualifications

Minimum

• Ability to work independently and collaboratively within a diverse, team-oriented environment.
• High level of attention to detail while working in a fast-paced environment.
• Excellent follow-up and communication skills, both verbal and written.
• Ability to develop and manage efficient tracking and monitoring systems.
• Exhibits professionalism and interacts in a courteous and respectful manner.
• Ability to prioritize workload and demonstrate a high sense of urgency.

Preferred

• A bachelor’s degree preferred or equivalent combination of education and experience in lieu of a bachelor’s degree.
• Intermediate to advance knowledge and experience of Microsoft Excel and Outlook.
• Experience with RFCUNY’s and CUNY systems (e.g., OneRF, CUNYFirst).
• Strong data analytical and problem-solving skills.
• Prior experience working in an administrative capacity, i.e., handling reimbursements, expenses, inquiries etc.

Work Environment & Physical Requirements

This position is based in a professional office environment and follows CUNY’s hybrid work schedule policy. A laptop and other necessary equipment may be provided to support remote work. While performing these duties, the employee may be required to:

• Sit for extended periods
• Use a computer and other office equipment
• Occasionally lift or move items up to 20 pounds
• Reasonable accommodation will be provided to individuals with disabilities or other needs in accordance with RFCUNY policies and applicable laws.
• Ability to travel to other CUNY sites as need

Pay Range: $59,000 - $62,000

RFCUNY Benefits

RFCUNY Employee Benefits and Accruals

Equal Employment Opportunity Statement

The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges. RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.