Systems, Fiscal & Administrative Coordinator

Health Research, Inc. • Menands, NY

3d • Hybrid

About The Position

The Systems, Fiscal & Administrative Coordinator will coordinate and/or assist in the coordination of administrative, operational and fiscal processes related to grant account management, contract management, purchasing, travel, and personnel transactions associated with federal funding. The Bureau of Community Chronic Disease Prevention houses a wide range of chronic disease prevention programs, including Diabetes Prevention & Control, Cardiovascular Health, Stroke Prevention, Disability & Health, State Physical Activity & Nutrition, and Asthma Control. The incumbent will work with established systems within the Bureau, and an internal financial management system to support various activities related to federal awards, funding, spending, and expense analysis and projections. The incumbent will also review and analyze spending patterns and contribute to recommendations regarding the allowability and affordability of program requests, work with applicable staff to negotiate and prepare subcontract budgets and work plans, review subcontractor expense claims for payment, prepare personnel transactions, and provide technical assistance to administrative staff for purchase and travel requisition preparations. The incumbent will draft correspondence, budget documents, and annual reporting for submission to federal funders, review and maintain procedural guides for the Bureau’s Fiscal and Operations Unit, maintain the Bureau’s network and SharePoint sites and files, and triage incoming requests related to transactions as referenced above. In addition, the incumbent will provide support for annual reporting requirements and progress reports. The incumbent may perform other related duties as appropriate including, but not limited to, supervising staff.

Requirements

• A Bachelor’s degree in business management, project management, accounting, economics, finance management or a related field and two years of experience contributing toward the coordination of administrative, financial, personnel, operations or other related program activity; OR an Associate's degree in a related field and four years of such experience; OR six years of such experience.
• A Master’s degree in a related field may substitute for one year of experience.
• Valid and unrestricted authorization to work in the U.S. is required.
• Must reside within a reasonable commuting distance of the official work location specified in the job posting and must also be located in or willing to relocate to one of the following states: New York, New Jersey, Connecticut, Vermont, or Massachusetts, prior to hire.

Nice To Haves

• Demonstrated experience with computer database systems and Microsoft related applications with an emphasis on fiscal accounting or bookkeeping.
• Superior/advanced skills in Excel.
• Demonstrated experience with federal funding, cooperative agreements, and grant funding applications and/or processes.
• Knowledge of finance and contracting procedures, Federal rules and regulations, and applicable cost principles.
• Knowledge of, or experience with, State- and Federally-funded contracts.
• Demonstrated experience drafting and reviewing contracts and grant budgets.
• Demonstrated experience writing professional communications (i.e., emails, letters, reports, agendas, summaries).
• Excellent prioritization and organizational skills.
• Familiarity with the Guide to Financial Operations for CDC Federal Contracts and Grants.

Responsibilities

• Coordinate and/or assist in the coordination of administrative, operational and fiscal processes related to grant account management, contract management, purchasing, travel, and personnel transactions associated with federal funding.
• Work with established systems within the Bureau, and an internal financial management system to support various activities related to federal awards, funding, spending, and expense analysis and projections.
• Review and analyze spending patterns and contribute to recommendations regarding the allowability and affordability of program requests.
• Work with applicable staff to negotiate and prepare subcontract budgets and work plans.
• Review subcontractor expense claims for payment.
• Prepare personnel transactions.
• Provide technical assistance to administrative staff for purchase and travel requisition preparations.
• Draft correspondence, budget documents, and annual reporting for submission to federal funders.
• Review and maintain procedural guides for the Bureau’s Fiscal and Operations Unit.
• Maintain the Bureau’s network and SharePoint sites and files.
• Triage incoming requests related to transactions.
• Provide support for annual reporting requirements and progress reports.
• Perform other related duties as appropriate including, but not limited to, supervising staff.

Benefits

• Health, dental and vision insurance - Several comprehensive health insurance plans to choose from
• Flexible benefit accounts - Medical, dependent care, adoption assistance, parking and transit
• Generous paid time off - Paid federal and state holidays, paid sick, vacation and personal leave
• Tuition support - Assistance is available for individuals pursuing educational or training opportunities
• Retirement Benefits - HRI is a participating employer in the New York State and Local Retirement System and offers optional enrollment in the New York State Deferred Compensation Plan.
• Postretirement Health Benefits Plan for qualified retirees to use towards health insurance premiums and eligible medical expenses
• Employee Assistance Program - Provides educational and wellness programs, training, and 24/7 confidential services to assist employees, both personally and professionally

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level