Coordinator of Administrative Services

Research Foundation of The City University of New York•New York, NY

1d•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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