Job Title: Project Associate
PVN ID: VA-2509-007012
Category: Administrative Services
Location: OFFICE OF SR. UNIV DEAN FOR ACADEMIC AFFAIRS

Job Description

General Description

Children need to spend their most critical years with dedicated, educated, trained, and well-compensated individuals in order to thrive. The New York Early Childhood Professional Development Institute leads the work to establish and implement an early childhood workforce system to ensure funding, standards and competencies, career development resources, qualifications and credentials, professional development (training and strengths-based coaching), and program quality assurance and improvement for individuals who work with young children throughout New York. Housed at the City University of New York, the Institute is a fast-paced, dynamic public/private partnership that is committed to the early childhood workforce across New York State.

Reporting to the Assistant Director of Budget and Administration, the Project Associate supports different teams with a variety of operational and administrative tasks. This role is ideal for someone who is flexible, proactive, and ready to take on new challenges.

Other Duties

Office Operations and Administration 

  • Maintain and replenish office supply inventory, mailroom supplies, and pantry by placing orders as needed.
  • Receive and distribute mail and deliveries, coordinate outgoing packages, and arrange mailing for conferences and events.
  • Coordinate daily operations across teams, troubleshooting printer and miscellaneous issues as they arise.
  • Manage book inventory and orders, send packages, handle purchase orders, invoices, revenue reconciliation, and check deposits.
  • Support training events by handling registration, payment processing, and tracking attendance.
  • Manage the general phone line and email inbox, directing inquiries as necessary to appropriate staff.
  • Oversee technology equipment inventory by updating tracking sheets and coordinating shipping and receiving with staff.
  • Maintain and update manuals and vendor lists to ensure that the team has access to accurate and up-to-date information.
  • Act as a liaison between the organization and external partners, ensuring consistent communication.

Purchasing 

  • Maintain expense tracking sheets for assigned projects, reconcile tracking sheets with OTPS reports, and report status to the Assistant Director of Budget and Administration on a periodic basis.
  • Process purchases, invoices, and reimbursement requests for assigned projects, and provide coverage for project associates as needed.
  • Support the fee-for-service work by submitting invoices, tracking, and reconciling payments.

Team Support and Other Duties 

  • Support onboarding new staff by coordinating access to systems and workspaces, and providing equipment.
  • Monitor the conference room to ensure the technology is in good working order, and assist staff in booking conference room space at different CUNY locations.
  • Support organization-wide meetings and events, coordinating audio-visual needs, materials, attendance, and catering.
  • Provide staff with operational support by answering questions and offering guidance as needed.
  • Perform special projects and other duties as assigned.
  • Attend staff meetings and trainings as required.

Qualifications

Minimum Qualifications

  • Bachelor’s degree with 2-3 years related experience OR an Associate’s degree with 3-5 years of relevant experience in an office setting.
  • Working knowledge of common office computer hardware and software applications, including Microsoft Office Suite; strong Excel skills.
  • Ability to communicate effectively by exhibiting strong listening skills and adapting to different communication styles.
  • Demonstrated ability to handle a variety of daily tasks with flexibility and a focus on finding solutions.
  • Eagerness to learn new skills and find ways to make our work run more smoothly.

Physical Requirements

  • This position operates in a professional office environment located in Manhattan, NY, and is currently hybrid, working 70% in the office. This role routinely uses standard office equipment such as personal computers, laptops, tablets, smart phones, photocopiers, filing cabinets and presentation equipment.
  • While performing these duties, the employee is required to perform physical activities such as, but not limited to, lifting items (up to 20 pounds), bending, reaching, and sitting for prolonged periods of time. Reasonable accommodations will be made for employees with disabilities or other needs per RFCUNY policies.
  • Ability to travel to other sites as needed.

How to Apply

Provide a resume and cover letter specifying your qualifications, experience, and interest relevant to this position.

RFCUNY Benefits

RFCUNY Employee Benefits and Accruals

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
Status
Full Time
Annual Salary Range
$50,000.00 - $55,000.00
Closing Date
Nov 12, 2025 (Or Until Filled)
Bargaining Unit
No

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