Sr Program Administrator - NYSP2I

Rochester Institute of Technology; City of Rochester (NY); On-site; USD 65,000 - 95,000; Full time

Job summary

Rochester Institute of Technology seeks a senior administrator to oversee NYSP2I contracts and grants, budgets, and sponsor reporting. You will coordinate with the director and program teams to ensure compliant, timely deliverables while aligning operations with sponsor and university requirements.

Responsibilities include budget reviews, financial tracking, and supporting proposal development and strategic planning to advance New York State sustainability goals.

Qualifications

• Knowledge of grant writing and proposal development that aligns with state and federal grant/sponsorship laws and regulations and RIT policies and procedures.
• Knowledge of regulatory and compliance standards regulations.
• Knowledge of financial, procurement, HR, and compliance policies and procedures related to research administration.
• Skill in project management and organization to manage schedules, resources, and project timelines efficiently in a dynamic environment.
• Skill in effective communication and collaborating with internal and external stakeholders regarding complex or technical topics.
• Ability to maintain sensitive and confidential information with discretion and uphold ethical standards of grant funds.

Responsibilities

• Coordinate development of research proposals with strategic financial planning and compliance with funding agency requirements.
• Conduct financial analysis and budget management for research projects.
• Review compliance of research operations with grant conditions and implement changes to meet standards.
• Build collaborations with faculty, researchers, and external partners to enhance research opportunities.
• Manage a portfolio of research projects and provide oversight for successful execution.
• Advocate for new research technologies and methodologies to advance project goals.

Skills

Grant writing

Regulatory compliance

Financial management

Procurement policies

HR policies

Project management

Communication

Confidentiality

Education

Bachelor's degree in related field

Job description

Position Highlights

This position plays a key leadership role in supporting the New York State Pollution Prevention Institute (NYSP2I) by overseeing contracts, grants, business operations, compliance, and sponsor reporting. The role manages budgets, financial processes, and contractual requirements while ensuring alignment with sponsor, regulatory, and RIT standards. Working closely with the director and program teams, the position supports strategic planning, marketing initiatives, proposal development, and funding opportunities. Responsibilities also include administering competitive programs, coordinating with internal and external stakeholders, improving operational processes, and ensuring the successful delivery of program objectives that advance New York State sustainability and environmental goals.

• Administer NYSP2I's contracts and grants, including reviewing and drafting scopes of work, budgets, and contractual documents (research agreements, NDAs, amendments, subawards); ensure compliance with sponsor, state, and RIT requirements. Regularly report to the NYSP2I director on program status and progress, and collaborate to identify opportunities for optimized outputs and performance metrics aligned with New York State goals. Partner with the director, program managers, and marketing coordinator to shape and execute the Institute's marketing strategy, ensuring messaging aligns with sponsor expectations and contract requirements. Stay informed on relevant research, business trends, environmental initiatives, and regulatory priorities (e.g., DEC and EPA focus areas) to support strategic planning and program alignment. ~ 30% of time annually.
• Manage NYSP2I's business operations, including budget review, invoice and PO processing, financial tracking, and ensuring compliance with funding guidelines and audit readiness. ~25% of time annually.
• Support program managers and staff by reviewing project SOWs, budgets, technical reports, and outputs to ensure contractual and compliance accuracy; coordinate with SRS and Legal Affairs when required. ~15% of time annually.
• Lead and administer sponsor-required progress reporting, including compiling inputs, reviewing content, and ensuring timely submission of deliverables. Identify funding opportunities and assist in developing a complex proposal, ensuring a cohesive and well-written final proposal that complies with the RFP requirements. This includes assisting with budget development and review, coordinating with and collecting required documents and information from proposal partners. ~10% of time annually.
• Provide administrative support for the Institute's competitive programs (R&D Technical Advisory Committee process, Community Grants Program, Student Competition), including development and administration of RFPs, contracting, and compliance tracking. ~10% of time annually.
• Coordinate operational support functions, including internal process improvements, and liaise with RIT administrative offices (Finance, Procurement, SRS). ~5% of time annually.
• OTHER DUTIES AS ASSIGNED ~5% of time annually.

Essential Duties & Responsibilities

• Coordinates the development of research proposals, integrating strategic financial planning and compliance with funding agency requirements.
• Conducts financial analysis and budget management for research projects, ensuring optimal allocation and utilization of resources.
• Reviews compliance of research operations with grant conditions, implementing changes where necessary to meet regulatory standards.
• Establishes and maintains effective collaborations with faculty, researchers, and external partners to enhance research opportunities.
• Manages a portfolio of research projects, providing oversight and support to ensure successful project execution.
• Advocates for and supports the integration of new research technologies and methodologies to advance project goals.
• Other duties as assigned.

Knowledge, Skills, & Abilities

• Knowledge of grant writing and proposal development that aligns with state and federal grant/sponsorship laws and regulations and RIT policies and procedures.
• Knowledge of regulatory and compliance standards regulations.
• Knowledge of financial, procurement, HR, and compliance policies and procedures related to research administration.
• Skill in project management and organization to manage schedules, resources, and project timelines efficiently in a dynamic environment.
• Skill in effective communication and collaborating with internal and external stakeholders regarding complex or technical topics.
• Ability to maintain sensitive and confidential information with discretion and uphold ethical standards of grant funds.

Minimum Education & Experience

• Bachelor's degree in related field.
• 8 years of relevant experience.
• Equivalent combination of experience and education may be considered.

Job Level Overview

Specialized Contributor Level 3 - A senior-level role requiring broad understanding of the profession or field of work. Independently leads diverse and often complex assignments, projects, or programs. May act as a mentor and guide less experienced staff.

FLSA Category

Exempt

Work Location

On Campus

Compensation

$65,000-$95,000 annually

Application Materials

• Cover Letter, Curriculum Vitae or Resume

Eligibility & Discrimination Statement

Candidates must be eligible to work in the United States.

In compliance with NYS's Pay Transparency Act, the salary range for this position is listed above. Rochester Institute of Technology considers factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience, education/training, key skills, internal peer equity, as well as, market and organizational considerations when extending an offer. The hiring process for this position may require a criminal background check and/or motor vehicle records check. Any verbal or written offer made is contingent on satisfactory results, as determined by Human Resources. RIT provides equal opportunity to all qualified individuals and does not discriminate on the basis of race, color, creed, age, marital status, sex, gender, religion, sexual orientation, gender identity, gender expression, national origin, veteran status or disability in its hiring, admissions, educational programs and activities. RIT provides reasonable accommodations to applicants with disabilities under the Rehabilitation Act, the Americans with Disabilities Act, the New York Human Rights Law, or similar applicable law.

If you need reasonable accommodation for any part of the application and hiring process, please contact the Human Resources office at 585-475-2424 or email your request to [e-mail]. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.