Grants Financial & Operations Coordinator

About this role

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: LAGUARDIA C. C. Bargaining Unit: Yes

Under the supervision of the Senior Director of Finance & Budget, the Grants Financial & Operations Coordinator will support project directors within the Division of Adult and Continuing Education at LaGuardia Community College in administering Tax Levy and Research Foundation of CUNY–funded projects. Responsibilities include assisting with budget development and supporting principal investigators in monitoring, analyzing, and administering these grant-funded initiatives, along with the following duties: • Monitor and reconcile accounts for adherence to established/sponsored approved budgets.

• Monitor and assist with coordinating budgets to ensure expenditure aligns with grant-funded requirements; maintain compliance with funding guidelines, and complete budget closeout activities in a timely manner.

• Ensure that account transactions are in compliance with all applicable guidelines.

• Assist project directors with analysis of project-related issues.

• Develop and implement solutions, create and maintain information systems related to projects, and run reports as required by management.

• Maintain comprehensive grant documentation and records (e.g., budgets, amendments, correspondence, reports) in compliance with LaGuardia, CUNY, and Research Foundation policies and audit standards.

• Work closely with the grant’s Principal Investigator (PI)/Project Directors and the Fiscal and Operations Manager to support and coordinate the day-to-day fiscal and administrative activities of grant-sponsored projects, serving as a liaison among the ACE Finance Office, ACE Vice President’s Office, Human Resources Office, Business Office, Grants Office, Research Foundation (procurement, HR, and finance offices), and other campus or CUNY offices as needed.

• Assist the Senior Director of Finance in compiling and analyzing data for financial reports for senior management and project directors.

• Assist in identifying opportunities for improved efficiency within grant administration workflows, providing recommendations to the Senior Director of Finance.

  Invoicing & Payments • Prepare, submit, and track all grant-related payment requests—including invoices, reimbursements, travel, honoraria, consultant, and catering expenses—requested by leadership or administrative personnel, while maintaining accurate invoicing records and supporting the preparation, submission, and follow-up of sponsor invoices.

• Monitor sponsor payments and follow up as needed to support timely receipt

• Maintain invoice and payment tracking logs to support reporting and audits

  Procurement & Purchasing Support • Support procurement activities by obtaining quotes, preparing purchase documentation, and assisting with order processing

• Track procurement requests and maintain documentation related to purchases and services

• Work with program teams to align procurement orders with program timelines

  Onboarding & Staffing Administration • Support instructor and staff onboarding by preparing comprehensive onboarding packets and required documentation.

• Prepare appointment materials for new hires and track appointment status through designated systems.

• Coordinate post-award processes by preparing and tracking appointments and onboarding documentation, monitoring approval workflows, processing hiring and reappointment transactions, monitoring time and effort reporting, and following up on outstanding items to ensure timely completion.              

  Project Funding & Requests • Support project funding processes, including preparation of forwarding funding and guarantee requests

• Track funding requests and approvals and maintain related documentation

• Other duties as assigned.                      

  Required Qualifications: • Bachelor’s degree and four years’ related experience required, or Associate’s degree and eight years of related experience required, or 10 years of related experience.

• Experience with financial database systems and administering budgets with multiple funding sources is required, along with strong analytical and computer skills related to budgeting, forecasting, and financial reporting. 

• Experience supporting invoicing, procurement, or onboarding processes in an administrative or program support role.

Preferred Qualifications: • Grants’ management experience is strongly preferred.

• Experience with financial database systems such as CUNYFirst/CUNYbuy, Workday (OneRF), Blackbaud Financial Edge, and administering budgets with multiple funding sources is strongly preferred, along with strong analytical and computer skills related to budgeting, forecasting, and financial reporting. 

• Relevant experience in budget or financial analysis with experience in higher education is strongly preferred.

• Must have strong organizational skills with the ability to establish priorities, handle multiple demands and projects, attention to detail, a high degree of accuracy, and meet multiple simultaneous deadlines. 

• Excellent verbal, written, and interpersonal communication skills. 

• Advanced proficiency using Microsoft Office software programs to analyze financial data, database experience, evaluate needs and requirements, and present findings as required.

• Demonstrate ability to effectively manage time while supporting multiple programs, and coordinating with diverse stakeholders, adhering to established processes, and consistently meeting deadlines.

Appointments are subject to availability of funding and satisfactory performance.

Similar jobs

• Grants Coordinator — Thealleninstitute · Seattle, WA
• Grants Finance Manager — Oneacrefund · Program Country, USA
• Development Operations & Grants Coordinator — Ivy Tech Community College · Bloomington, IN
• Subgrant Administration Coordinator — International Rescue Committee · San Diego, CA USA
• Grants and Sponsored Programs Administrator — Rfcuny · Long Island City, New York
• Grants Officer — Rfcuny · New York, NY
• Senior Grants Administrator — University of Arkansas System · Remote
• Senior Grants Administrator — UAMS - All · Remote