Payroll & Administrative Services Coordinator

RFCUNY Research Foundation of the City University of New York; United States; Hybrid; USD 59,000 - 65,000; Full time

Job summary

RFCUNY Research Foundation of the City University of New York is seeking a Payroll and Administrative Services Coordinator to provide integrated administrative, fiscal, and payroll support for programs within the Office of Academic Affairs. The role ensures accurate processing of expenses, timely payroll administration, and reliable tracking of financial and personnel data.

The position reports to the Supervisor of Personnel Services and Director of Administrative Services and collaborates with

Qualifications

• Demonstrated experience in administrative, fiscal, payroll, or personnel support functions.
• Excellent written and verbal communication skills with a strong customer service orientation.
• Demonstrated ability to interact effectively and collaboratively with a diverse community of students, faculty, program staff, and external partners.
• Proficiency with Microsoft Office applications, particularly Excel and Outlook.
• Ability to work independently and collaboratively within a diverse, team‑oriented environment.

Responsibilities

• Payroll & Personnel Services – 50%: Manage biweekly timesheet entry and verification, ensure accuracy of hours, leave usage, and payroll deadlines.
• Collaborate with RFCUNY payroll, HR partner team and program contacts to resolve discrepancies or payroll issues.
• Provide guidance to employees and programs on payroll inquiries and timesheet entry processes.
• Process adjustments, retroactive salary increases, annual leave payouts, and personnel journal entries via OneRF (Workday).
• OTPS Operations – 40%: Manage non-personnel expenses using OneRF and CUNYBuy; review, submit, and track transactions.
• Coordinate subcontract and independent contractor agreements using RFCUNY Contract Manager and CUNYfirst.
• Reconcile purchase card transactions and maintain receipts.
• Data Tracking, Reporting and Support – 10%: Ensure data accuracy across systems; compile documentation and support audits and data requests.

Skills

Administrative support

Fiscal support

Payroll processing

Excel

Communication

Team collaboration

Education

Bachelor’s degree preferred

Tools

RFCUNY Contract Manager system

OneRF (Workday)

CUNYFirst

Job description

Introduction

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

The Payroll and Administrative Services Coordinator provides integrated administrative, fiscal, and payroll support for programs within the Office of Academic Affairs. This role ensures accurate processing of non‑personnel and personnel expenses, timely payroll administration, and reliable tracking and reporting of financial and personnel data. The Coordinator collaborates closely with program staff, central administrative units, and various departments to ensure compliance with CUNY and Research Foundation policies while supporting efficient program operations. Reporting to the Supervisor of Personnel Services and Director of Administrative Services, the Coordinator’s duties and responsibilities will include, but are not limited to the following:

Duties & Responsibilities

Payroll & Personnel Services – 50%

• Manage biweekly timesheet entry and verification, ensuring accuracy of hours worked, leave usage, and compliance with payroll deadlines.
• Collaborate with RFCUNY payroll, HR partner team and program contacts to resolve any discrepancies or issues related to timesheets and payroll.
• Provide guidance and support to employees and programs regarding payroll‑related inquiries and timesheet entry processes.
• Responsible for data change modifications via OneRF (Workday) by following personnel budgets. Process adjustments, retroactive salary increases, annual leave payouts, and personnel journal entries. Calculate and monitor personnel costs in alignment with approved program budgets. Prepare personnel expense reports and supporting documentation as required.

OTPS (Other than Personnel Services) Operations – 40%

• Manage and process non-personnel (OTPS) expenses, including invoices, reimbursements, stipends, and honorariums etc. using OneRF and CUNYBuy.
• Review, submit, and track financial transactions and OTPS cost transfers, maintaining accurate internal records.
• Coordinate subcontract and independent contractor agreements using RFCUNY Contract Manager system and CUNYfirst.
• Reconcile purchase card transactions (P-card, NET card, travel card) and ensure timely submission of receipts.
• Respond to inquiries promptly while meeting tight deadlines in a fast‑paced environment.
• Maintain OTPS tracking systems to monitor expenses and ensure compliance with policies and procedures.

Data Tracking, Reporting and Support– 10%

• Ensure accuracy and integrity of payroll, personnel, non-personnel and program data across internal tracking systems and databases. Compile documentation and support reporting, audits, and data requests. Provide cross‑coverage for team members, participate in staff meetings and trainings, and assist with other projects as assigned.

Minimum Qualifications

• Demonstrated experience in administrative, fiscal, payroll, or personnel support functions.
• Excellent written and verbal communication skills with a strong customer service orientation.
• Demonstrated ability to interact effectively and collaboratively with a diverse community of students, faculty, program staff, and external partners.
• Proficiency with Microsoft Office applications, particularly Excel and Outlook.
• Ability to work independently and collaboratively within a diverse, team‑oriented environment.

Preferred Qualifications

• A bachelor’s degree preferred or equivalent combination of education and experience in lieu of a bachelor’s degree.
• Experience with RFCUNY’s and CUNY systems (e.g., OneRF, CUNYFirst).
• Prior experience working in an administrative capacity, i.e., handling personnel support functions, reimbursements, expenses, inquiries etc.
• Strong analytical and problem‑solving skills.

Work Environment and 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 needed.

Pay Range

$59,000 - $65,000

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 the recipients 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.