About Empire State College:

Empire State College was established in 1971 by Dr. Ernest Boyer as a distinctive statewide institution focused on innovative and nontraditional teaching and learning.

The college continues its 47-year commitment experimenting with new, flexible, and individualized modes of learning through such practices as mentoring students throughout their academic studies, creating individualized degree plans, valuing learning gained from life and work experience, building professional and social student support communities and creating flexible modes of delivery to meet students' diverse learning preferences. The college now boast over 84,000 proud and successful alumni and partners with nearly 20,000 students a year who want to expand their personal and professional horizons.

Empire State College is a part of the SUNY System and is accredited by the Middle States Commission on Higher Education. With headquarters in Saratoga Springs, New York, ESC serves mostly working adults pursuing associate, bachelor's and master's degrees online and onsite at 35 locations across the state of New York and abroad.

Job Description:

The Sponsored Programs Clerk II, a position employed through the Research Foundation for the State of New York (RF), will report to the Director of the Office of Sponsored Programs for SUNY Empire State College. The position is a half-time appointment subject to renewed, annual funding, and includes half-time benefits as applicable.

The Sponsored Programs Clerk II will assist and support the Director of Sponsored Programs, principal investigators, faculty and staff in coordinating and managing grant-sponsored projects in both the pre-award and post-award phase, ensuring compliance with funder/SUNY/ESC and RF policies and processes. The level of decision-making will be "operational" - every day decisions that require good judgement. This individual will have access to confidential data, such as employee salaries, corporate finances, etc.

Sponsored Programs - Post-Award Support:

• Perform basic accounting activities to assist Director, faculty and support staff in post-award grants processes in such areas as processing purchase orders, payroll process and forms, sub-contracts, travel, hiring process, expenditure reporting, travel vouchers, grant finance reporting.
• Organize and maintain Sponsored Programs grant files, track grant report deadlines
• Monitor OSP budget and process OSP and RF purchase reqs, track expenditures
• Maintain ESC official grant files and e-archives
• Create, file and maintain a SharePoint e-file system including: Intents; submitted applications; signature sheets; RF forms, RF-ESC routing, Funder correspondence, NARFs, reports filed, etc.
• Work to ensure compliance with all NYS, SUNY, SUNY Empire and RF policies and processes.
• Learn Research Foundation and SUNY post-award process and facilitate use of RF grant management resources.
• Maintain records on and have an awareness of current and changing federally mandated policies and procedures related to grant administration.
• Perform other related job duties as assigned by Director.

Sponsored Programs - Pre-Award Support:

• Serve as initial point-of-contact for OSP: monitor OSP email box, answer and provide assistance on general OSP questions, refer issues to Director, sort OSP mail
• Schedule and assist in preparing for meetings, coordinate and process travel arrangements, vouchers, expense reports
• Draft and prepare cover letters, reports, OSP forms
• Assist Director in updating Conflict of Interest and IRB compliance issue, enter into RF PACS
• Create tracking database for Intent to Submits and Intent to Partner forms
• Create, file and maintain a SharePoint e-file system including: Intents; submitted applications; signature sheets; RF forms, RF-ESC routing, Funder correspondence, NARF's, reports filed, etc.
• Become familiar with faculty/staff research and program interests and assist in locating funding opportunities for these endeavours.
• Develop basic templates for budgets, editing renewal applications, working with Decision Support in compiling and articulating relevant facts, statistics, data to support grant applications.
• Become familiar with electronic proposal submission systems (e.g. Grants.gov) and assist with proposal submissions
• Work collaboratively with various college offices (Business Office, Provost's Office, Deans, Office of Institutional Advancement, etc.) and external partners to gather information needed for grant applications.
• Assisting in coordinating and setting up for meetings, workshops, webinars, including food and supplies.
• Order and maintain office supplies, prepare materials for meetings such as handouts, production
• Assist with internal student and faculty grant and fellowship programs, including spreadsheet tracking of applications and awards, scanning of proposals, uploading of documents to the server, award letters, and tracking of expenditures made through indirect cost recovery funds
• Assist in generating the annual report of the Office of Sponsored Programs, including compilation of data and updating of tables
• Track and update Grant Opportunity Alert commitments, Grants In Process (GIP) chart on ongoing basis. Create graphs/charts from GIP data as requested.

Requirements:

Required Qualifications:

• High School Diploma with 2 years of clerical experience; or Associate's degree in Business, Finance, Communications, Journalism, or Education-related area and 1 year relevant experience: or Bachelor's degree.
• Minimum of 1 year experience in an educational institution, or working on a grant-funded research project.
• Experience with basic budgeting.
• Proficient in MS Office Suite applications and excellent written and oral communication skills.
• Willingness to learn Adobe Acrobat and online databases, grant submission and grant management systems.
• Self-motivated
• Strong organizational and analytical skills
• Effective interpersonal and communication skills
• Attention to detail and record-keeping
• Ability to work under pressure, manage multiple projects, and meet deadlines/goals

Special Information:

Normal sitting, standing, and walking throughout the course of the day.

• Periods of extended computer usage.
• Requires dexterity and computer skills
• Ability to manage multiple tasks within a very busy environment
• Maintain a high level of confidentiality
• Maintain a professional attitude and demeanor

Special Information:

• Normal sitting, standing, and walking throughout the course of the day.
• Periods of extended computer usage.
• Requires dexterity and computer skills
• Ability to manage multiple tasks within a very busy environment
• Maintain a high level of confidentiality
• Maintain a professional attitude and demeanor
• May involve occasional travel
• VISA sponsorship is not available

Additional Information:

Rank/Salary: $17,000

Applications Due By: Applications accepted until position is filled.

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex (including pregnancy, childbirth or related medical conditions), sexual orientation, gender identity or expression, transgender status, age, national origin, marital status, citizenship, physical and mental disability, criminal record, genetic information, predisposition or carrier status, status with respect to receiving public assistance, domestic violence victim status, a disabled, special, recently separated, active duty wartime, campaign badge, Armed Forces service medal veteran, or any other characteristics protected under applicable law. Rev: June 16, 2016

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 New York 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. The Research Foundation for the State University of New York is a 501(c)3 and maintains independent salary, benefits and retirement plans. http://www.rfsuny.org/

IF YOU NEED A DISABILITY-RELATED ACCOMMODATION, PLEASE CALL THE ADA COORDINATOR AT (518) 587-2100, ext. 2240. IN ACCORDANCE WITH THE TITLE II CRIME AWARENESS AND SECURITY ACT, A COPY OF OUR CRIME STATISTICS IS AVAILABLE UPON REQUEST BY CALLING (518) 587-2100, ext. 2800. IT CAN ALSO BE VIEWED ON-LINE AT THE SAFETY AND SECURITY WEBSITE AT http://www.esc.edu/safety-security

Application Instructions:

If you are interested in applying for this position, please submit the following documents, which are required for consideration by clicking on the APPLY NOW button :

• Resume
• Cover letter
• Name and contact information of three references

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