HR and Grants Administration Assistant

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

23d•Onsite

About The Position

The City College of New York's Grants and Sponsored Programs (GSP) Office is an administrative unit within the Division of Research in the Office of the Provost. GSP provides professional guidance and administrative support for sponsored research activities, helps Principal Investigators (PIs) navigate proposal and award processes, and supports compliance with sponsor and institutional requirements. Reporting to the Director of Grants and Sponsored Programs, the Human Resources and Grants Administration Assistant provides administrative support across the office. The position will assist the GSP Human Resources function during peak workload periods and provide routine, non-intensive support for pre-award, post-award, and general office operations. The successful candidate must be organized, detail-oriented, service-focused, and able to handle confidential information with discretion.

Requirements

A high school diploma or equivalent is required.
Excellent customer service, communication, business writing, proofreading, and organizational skills.
Ability to work effectively with faculty, staff, employees, and external partners at all levels.
Ability to manage multiple assignments, exercise sound judgment, solve routine problems, meet deadlines, and work both independently and collaboratively.
Strong attention to detail and commitment to accuracy, confidentiality, and responsive service.
Proficiency with Microsoft Office, including Word, Excel, Outlook, and PowerPoint, and with Adobe Acrobat.

Nice To Haves

Bachelor's degree preferred; associate degree, equivalent college credits, or a comparable combination of education and relevant experience may be considered.
One to two years of experience in human resources, office administration, grants administration, customer service, or a related area preferred.
Knowledge of HR hiring requirements, Department of Labor and USCIS regulations, sponsored-program administration, or Research Foundation processes is a plus but not required.

Responsibilities

Assist the HR team, particularly during periods of high volume, with new hires, rehires, employment modifications, appointment extensions, and terminations for grant-sponsored employees.
Support onboarding activities, including the collection and review of required personnel documents and, as assigned, I-9 and E-Verify processing and other federal, state, city, CUNY, and RFCUNY forms.
Enter and update personnel information in Research Foundation systems, including Workday, and maintain accurate internal tracking records.
Review submitted forms for completeness and apparent accuracy; follow up with PIs and employees regarding missing or incorrect information.
Respond to routine HR inquiries by telephone, email, video conference, written communication, or in person, and refer policy questions or unresolved matters to the appropriate HR staff member or supervisor.
Coordinate with RFCUNY Human Resources and Payroll staff, as needed, to support timely processing and resolution of routine discrepancies.
Maintain confidential personnel records and handle employee information in accordance with applicable privacy and security requirements.
Assist with internal CUNY data reviews and related coordination between RFCUNY and CUNY teams.
Provide routine administrative assistance to pre-award and post-award staff during peak workload periods and as office priorities require.
Receive, log, organize, and route proposal, award, and transaction documents to the appropriate GSP staff member.
Assist with collecting standard, non-technical proposal and award materials; maintaining checklists, shared files, trackers, and databases; and following up on outstanding documents and approvals.
Support routine post-award administrative activities, such as document intake, transaction tracking, record maintenance, and follow-up on the status of personnel, purchasing, payment, or other requests.
Monitor shared mailboxes and respond to or route general inquiries in a timely and professional manner.
Prepare basic correspondence, spreadsheets, reports, meeting materials, and other office documents; perform data entry, proofreading, scanning, filing, and records-management tasks.
Schedule meetings, assist with training or outreach logistics, and provide general administrative coverage for the office.
Refer complex, policy-sensitive, compliance-related, or technical grants matters to the appropriate pre-award or post-award administrator or supervisor.
Investigate and help resolve routine discrepancies as assigned, and perform other related duties necessary to support GSP operations.