Coordinator of Administrative Services Job New York New York USA,Administrative/Clerical

Location: New York

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY).

The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries.

We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary

Location:

OFFICE OF SR. UNIV DEAN FOR ACADEMIC AFFAIRS

Bargaining Unit:

Mission:

The City University of New York (CUNY) is the nation’s leading urban public university serving more than 540,000 students in matriculated degree, certificate, and continuing education programs at 24 colleges and institutions in New York City. The Office of Academic Affairs oversees a broad portfolio of programs at CUNY, all of them related to the university’s mission of providing accessible, high-quality education to all New Yorkers, and of helping City residents to prepare for and succeed in college and careers.

Many of the programs managed by this unit are offered at CUNY colleges; others are directly operated out of the Central Office of Academic Affairs. The unit is in part distinguished by its strong commitment to high-quality instruction and counseling for students, ongoing professional development for staff and instructors, data-driven program management and improvement, and rigorous evaluation of its programs and initiatives.

General Description:

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.

The duties and responsibilities of the position will include, but are not limited to the following:

Administrative Services (80%):

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

Other (20%):

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

Qualifications:

Minimum:

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.

Preferred:

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…