Administrative Assistant - Sponsored Programs

The Research Foundation For SUNY

The Research Foundation For SUNY

Administrative Assistant - Sponsored Programs

Administrative and Professional

Sponsored Programs

Albany, NY


About The Research Foundation for SUNY:
Founded in 1951, the RF exists to serve SUNY and to capitalize on the scope, scale and diversity of SUNY as an engine of New York state’s innovation economy.

The RF supports nearly $1 billion in SUNY research activity annually, providing sponsored programs administration and commercialization support services to SUNY faculty performing research in life sciences and medicine; engineering and nanotechnology; physical sciences and energy; social sciences, and computer and information sciences.

The Research Foundation is committed to diversity and inclusion. We believe that promoting a diverse, inclusive working environment enhances productivity, creates personal and professional opportunities, unleashes each individual's full potential and fuels innovation.

The Research Foundation and its employees are committed to a culture of integrity and accountability, holding each other and the organization to the highest standards of ethical behavior.

Visit and connect with the RF on Facebook. Learn about the Power of SUNY at

Job Description:


Under the supervision of the Director, Grants & Contracts Administration, the incumbent performs administrative and/or secretarial functions and processing subcontracts and clinical trial agreements for Operations - Sponsored Programs. The incumbent also takes direction from the Office Manager, Operations and other central office staff, campus sponsored program offices and sponsors. The incumbent will work with other administrative staff and support the Research Foundations core services while supporting goals and objectives. Performs work for the Vice President of Operations or their direct reports, as assigned.

Responsible for the day-to-day administrative office functions necessary to support the effective operation of Sponsored Programs Administration. Duties include meeting preparation and facilitation, taking minutes and/or action items, scheduling WEBEX or conference calls and travel.

Assist with written and verbal communication among department staff as well as other RF departments and external customers.

Participate in appropriate training available to all administrative professionals to include, Oracle Business System, Discoverer, PPM, i-Expense, Web site updates/postings in a timely manner, as assigned.

Responsible for the accurate and timely generation, tracking and distribution of all subcontracts and clinical trial agreements, and other contractual instruments including the coordination/preparation of necessary background material.

Maintain correspondence templates for various documents used by the department.

Assist with monitoring and follow-up with campus sponsored program offices and sponsors.

Responsible for University College Research Council (UCRC) meetings to include setting up meetings, sending invites, posting to portal, handling catering orders and tracking travel payment request forms. Also responsible for back-up other administrative support with Sponsored Programs Focus Group (SPFG) meetings, Human Resources Officers (HRO) meetings and other various campus group meetings.

Processes check requests and monitors departmental budget categories and expenses. Assist Office Manager and other Sponsored Programs staff to assure invoices and expenses are budgeted properly and processed in a timely fashion.

Draft formal written communications and engage in telephone calls with sponsors and campuses.

Orders supplies for the Operations, Xerox machine and may fill in as back-up floor coordinator, if necessary. Responsible for alerting Facilities of any floor related issues.

Serves as “face of the RF” and guides and greets visitors, accepts and/or coordinates deliveries.

Perform specialized tasks and assignments as required.



Strong written and oral communication skills as well as strong organizational skills. Ability to work independently under general direction as well as in a team environment. Ability to multi-task and knowledge of Microsoft applications, required. Appropriate training and/or education beyond high school and at least four years progressive experience in administrative support is required. A gracious demeanor and the ability to coordinate are essential to this position.

Application Instructions:
Review of applications will begin immediately and continue until the position is filled.

To apply, please visit:


The Research Foundation for the State University of New York is not an agency or instrumentality of the State of New York. Employees of the Research Foundation for the State University of New York are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The Research Foundation for the State University of New York operates under a contract with The State University of New York and receives no directly appropriated state funding.

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