Project Administrator

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:

Bargaining Unit:

Yes

SUMMARY:

The Project Administrator (PA) is responsible for management and coordination of all post-award fiscal matters on an assigned group of grant funded awards. The incumbent manages all phases of these restricted projects from inception, through the billing and final financial reporting stages, to the final closeout process.  The incumbent reports to the unit Manager and Assistant Director. The PA is part of a two-person team and is responsible for the training and supervision of an assistant (APA), meeting standards for quality customer service, and carrying out special assignments. The PA constantly evaluates the progress of assigned projects and advises Principal Investigators and/or senior project staff on maintaining effective budgetary control for allowable expenditures, prudent and timely spending trends, and proactive compliance monitoring.

RESPONSIBILITIES:

1. Award Setup & Lifecycle Management

• Review and analyze grant and contract award documents, approved budgets, and related information in preparation for establishing awards in Workday.

• Establish unique restricted accounts for awards and validate supporting documentation to ensure compliance with Sponsor, CUNY, and Research Foundation requirements.

• Manage and monitor awards throughout the budget lifecycle, ensuring timely and appropriate financial and administrative actions.

• Assist Principal Investigators with the preparation and review of budget modifications and other award-related matters.

• Perform award closeout in accordance with Research Foundation guidelines and specific Sponsor requirements, protocols, and established deadlines.

2. Financial Administration & Budgetary Controls

• Review applications and approved budgets and monitor financial activity to ensure compliance with approved funding and applicable policies and procedures.

• Monitor, review, and approve procurement requests, HCM actions, purchase orders, consultant contracts, independent contractor agreements, release time, summer salary, cash receipts, and other financial transactions using effective budgetary controls.

• Analyze project financial activity and prepare financial and other management reports as required.

• Provide financial guidance to Principal Investigators and project staff regarding award expenditures, budget management, and allowable costs.

3. Compliance & Regulatory Oversight

• Provide oversight for expense allocability and allowability.

• Ensure compliance with Sponsor terms and conditions, CUNY policies and procedures, Research Foundation requirements, applicable regulations, and prudent stewardship principles throughout the award lifecycle.

• Review award applications, budgets, transactions, and related documentation for compliance with applicable requirements.

• Provide Principal Investigators and project staff with regulatory guidance and compliance oversight.

• Maintain current knowledge of Sponsor regulations, terms and conditions, policies, procedures, and other applicable requirements through ongoing research, training, conferences, and professional resources.

4. Billing, Reporting & Accounts Receivable

• Prepare interim and final billings, expenditure reports, and other financial reports in accordance with Sponsor requirements.

• Obtain required programmatic reports and supporting information from Principal Investigators.

• Obtain, monitor, and maintain cost-sharing information and supporting documentation when required.

• Manage accounts receivable and respond to billing requirements, special requests, and related inquiries.

• Process and monitor billing adjustments and preliminary collection activities.

5. Records, Audit & Closeout

• Maintain accurate and complete award, financial, compliance, and cost-sharing records in accordance with Research Foundation, CUNY, Sponsor, and applicable regulatory requirements.

• Ensure documentation is sufficient to support financial transactions, compliance reviews, audits, reporting, and award closeout.

• Assist on- and off-site auditors and support the preparation of responses to audit inquiries in consultation with the Manager/Assistant Director.

• Ensure required records and documentation are complete and available within established reporting and closeout timelines.

6. Stakeholder Support, Training & Supervision

• Work closely with Principal Investigators, project staff, campus personnel, sponsoring agencies, and other stakeholders to provide responsive, high-quality post-award administrative and financial support.

• Provide guidance and customer service on financial, budgetary, regulatory, and award administration matters.

• Provide training to grants and contracts support personnel and conduct project reviews or training at campuses and other locations as needed.

• Supervise Assistant Project Administrator(s), provide direction and training, and support staff development.

• Interact effectively with stakeholders at all organizational levels to resolve issues and facilitate successful award administration.

7. Systems, Process Improvement & Professional Development

• Assist with testing, evaluating, and implementing new business workflow processes, systems, and subsystems.

• Provide feedback and recommendations regarding system functionality, workflows, and process improvements.

• Participate in relevant professional activities and continuing education in the broad area of post-award administration.

• Maintain professional knowledge and expertise through conferences, training sessions, Sponsor resources, publications, and other professional development opportunities.

• Perform other duties as assigned by Department Managers.

EDUCATION REQUIRED: Bachelor’s Degree

EXPERIENCE REQUIRED:

3-4 years experience in business related fields such as Accounting, Academic Administration, General Business, Finance or other related professional experience preferred. Analytical skills and financial report preparation experience valuable

QUALIFICATIONS:

• Two years grant administration experience. Other professional experience may be substituted.

• Well-developed oral, written and listening communication skills.

• Ability to interact well with various levels of management and staff.

• Mature level of independence, creative thinking, problem solving and effective, highly competent records management.

• Effective networking and client service skills at all levels.

• Competency in making public presentations and communicating effectively with diverse constituencies

• Taking initiative

SKILLS:

• Advanced Excel skills and proven competency in computer literacy

• Attention to detail and high level of accuracy

• Analytical and quantitative skills

• Teamwork

• Customer focus

• Excellent organizational skills

• Time management abilities

• Ability to work independently and collaboratively and manage multiple priorities in a fast-paced setting

• Ability to quickly learn and use complex enterprise systems and software

Pay Range:

$83,329.20 - $99,076.45

RFCUNY Benefits
RFCUNY Employee Benefits and Accruals (link to https://www.rfcuny.org/RFWebsite)

About the Research Foundation
The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges.
RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.

Equal Employment Opportunity Statement
The Research Foundation of the City University of New York is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer. It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.