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Job Title: Procurement & Payables Administrator

PVN ID: RF-2208-005013

Category: Administrative Services

Job Description

General Description

The purpose of the Administrator of Procurement and Accounts Payable position is to support the procurement lifecycle and ensure timely and accurate procurement and accounts payable transactions. The incumbent will create, review, analyze, and process a broad variety of procurement and accounts payable requests and transactions. This position reports to the Manager of Procurement and Accounts Payable. The incumbent will be proficient in financial and procurement transactions, will have strong understanding of general accounting principles, will exercise substantial independent judgement in the fulfillment of duties and responsibilities, will demonstrate high personal integrity and ethical standards in handling financial transactions, and will ensure compliance with all relevant regulations and policies. The incumbent will timely and accurately process assigned procurement and accounts payable transactions, will identify and report business risks, and will contribute to organization’s customer service excellence and overall financial performance.

The Department processes approximately 75,000 transactions for the total business volume of approximately $200M in non-payroll accounts payable and procurement annually for the sponsored programs of the City University of New York and has 25 staff members.

Other Duties

Procurement Duties:

+ Review, verify, prepare, process requests for procurement of goods and services, including purchase requisitions, purchase orders, supplier contracts, construction contracts, leases, travel services.

+ Ensure compliance with the RFCUNY procurement policy and procedures; federal, state regulations, policies, procedures; and sponsors’ requirements.

+ Obtain additional documentation as needed in support of the transactions requested.

+ Review and verify fiscal reports, grant award documents, sponsor regulations and requirements.

+ Review and approve purchasing card transactions and reports; request and obtain additional supporting documentation as required. Follow up on late statement submissions.

+ Consult and coordinate with internal departments including Grants & Contracts, Legal and Finance, as well as CUNY offices, as needed.

+ Research and respond to inquiries; troubleshoot and solve problems.

+ Track and expedite orders to ensure timely delivery.

+ Perform general data entries in the financial and related systems.

+ Perform supplier setup, maintain supplier records and assist in supplier onboarding.

Accounts Payable Duties:

+ Review, verify, prepare, process invoice payments, travel and business expense reimbursements, other A/P payment requests from suppliers and end-users, for accounting/disbursement action.

+ Set up and process recurring payments

+ Review and verify invoices and payment requests for accuracy and completeness.

+ Review and verify accounting information.

+ Obtain additional documentation as needed in support of requested payments.

+ Review supplier and transaction details for proper recording of 1099-reportable payments.

+ Match invoices to purchase orders and receiving documents.

+ Process payments in accordance with payment terms.

+ Reconcile supplier statements, resolve discrepancies, credit holds.

+ Ensure payees are compliant with applicable regulations and eligibility requirements.

+ Maintain accurate records of transactions, compliance and confidentiality.

Reporting, Analytical and Other Duties:

+ Utilize RFCUNY’s systems and available software (including but not limited to Excel) to generate relevant reports and metrics for end-users, suppliers, and internal use.

+ Analyze historical purchases, payments and records as needed / as requested.

+ Assist with year-end closing and reporting activities and audits.

+ Other related duties as assigned

Qualifications

+ Bachelor's degree in Business Administration, Accounting, Finance, Supply Chain Management or related field and 0-2 years of relevant experience, or Associate’s Degree in Business Administration, Accounting, Finance, Supply Chain Management or related field and 2+ years of relevant experience.

+ Advanced technical skills and proficiency in office software

+ Understanding of general accounting principles and ability to understand financial reports

+ Familiarity with ERP or procurement systems such as Workday or Jaggaer preferred

+ Supplier relationship management, contract management experience preferred.

Skills:

+ Attention to detail and high level of accuracy

+ Strong positive customer relationship skills

+ Analytical and quantitative skills

+ Advanced Excel skills

+ Teamwork

+ Customer focus

+ Problem-solving

+ Excellent organizational skills, time management abilities, verbal and written communication skills

+ 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

RFCUNY Benefits RFCUNY Employee Benefits and Accruals (https://www.rfcuny.org/rfwebsite/media/0s2ksbgv/rfcuny-benefits-at-a-glance-ft-2025-central-office-employee.pdf)

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.

Key Features

Department Procurement & Payables

Status Full Time

Annual Salary Range $58,060.19 - $74,678.14

Closing Date Nov 30, 2025 (Or Until Filled)

Bargaining Unit Yes

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