Payroll & Administrative Services Coordinator

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

1d•Hybrid

About The Position

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.

Requirements

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.

Nice To Haves

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.

Responsibilities

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.
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.
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.