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New York University Payroll and Operations Coordinator in New York, New York

The Institute of Human Development and Social Change (https://steinhardt.nyu.edu/ihdsc) (IHDSC) is the largest interdisciplinary research center on NYU’s Washington Square Campus with a portfolio of over $50 million in active federally- and privately-funded research grants. IHDSC brings together faculty from the social, behavioral, and health sciences to examine how complex social forces such as globalization, technology, and immigration affect human development. The Institute is a joint initiative of the Steinhardt School of Culture, Education, and Human Development, the Wagner School of Public Service, the College of Arts and Sciences, and the Office of the Provost.

Position Summary

IHDSC seeks a full-time staff member to provide support in payroll, operations, and grants management for the Institute’s $50M sponsored research portfolio. This individual reports to IHDSC’s Senior Manager of Research Administration and serves as the Institute's primary liaison to several key operational units across the University (e.g., Steinhardt HR, Central Payroll (PeopleLink), Office of Research, Administration & Finance, Office of Global Services, etc.) and ensures that all personnel needs on IHDSC sponsored projects are met and comply with University policies/procedures and applicable federal/private foundation guidelines. The position will also provide operational and grants management support.

Essential Functions

Personnel, Payroll and Operations (70%)

Under the supervision of the Senior Manager of Research Administration, perform the post-award functions of the Institute relevant to personnel, payroll and other operations to ensure compliance with institutional, departmental and sponsor policies and procedures:

  • Manage the appointment process for students, part-time and full-time research staff including: advertising and posting positions on university systems, onboarding/offboarding, completing and processing appointment paperwork, costing changes, and reappointments. Manage faculty effort allocations, including course releases and summer salary.

  • Coordinate with the IHDSC post-award team to review budgets and ensure budget availability to support appointments and faculty effort allocations, course releases and summer salary. Support the post-award team to complete other support (current and pending), effort reporting, and personnel aspects of sponsor reports.

  • Coordinate with and train faculty, research teams and project staff on personnel appointment processes, timekeeping systems and effort reporting systems. Monitor student payroll, review/approve bi-weekly timesheets, check logged hours against salary charges to ensure the accuracy of payments.Troubleshoot issues with payroll appointments and salary postings. Proactively identify and resolve payment issues, process accounting adjustments as needed to ensure that salary expenses and effort post correctly. Attend meetings with PIs as necessary to forecast and spend down personnel funds.

  • Interpret NYU policies and procedures and advise faculty, research staff, and students on personnel, payroll and operations. Assist staff in navigating, troubleshooting, and resolving administrative challenges with NYU’s central offices. Work with the Office of Global Services to secure work authorization for foreign nationals. Work closely with Steinhardt HR to adhere to all policies and procedures, understand, implement and troubleshoot additional terms specified by NYU’s Collective Bargaining Agreement with its graduate students.

Grants Management Support (15%)

  • Provide administrative and operational support to the IHDSC Associate Director and Grant Managers during the pre-award and the pre-to-post transitional phases of the grant cycle. Assist with preparing and formatting proposal forms and attachments; completing sponsor due diligence forms; updating biosketches; completing current and pending support (other support) forms; and gathering materials or information in response to funding opportunity guidelines or sponsor requests.

  • Assist with maintaining proposal and award records, including ensuring that all fields and attachments are up to date in IHDSC and University folders and tracking systems. Upload final proposal materials and sponsor communications to NYU’s internal systems, track and make updates to the award status of pending proposals, and periodically monitor the status of proposals as they move through internal and external review processes.

Training and Special Projects (15%)

  • Assist IHDSC’s pre- and post-award teams with special projects as needed during periods of peak activity, including helping to assemble materials/data for upcoming proposals and reports.

  • Cross-train on additional aspects of grants management and operations in order to provide backup to other team members across tasks.

  • Perform other job-related duties and assist with special projects as assigned.

B.A. required. Minimum two years’ office administration experience is essential, preferably within an academic setting. Familiarity with Microsoft Excel is essential; prior experience managing complex budgets and personnel/payroll is strongly preferred. Familiarity with grants administration is not required, but a desire to learn is critical. Strong organizational ability with keen attention to detail. Excellent communication and interpersonal skills with a customer service orientation. Highly responsive. Flexible and able to routinely juggle competing priorities. Able to interact effectively and diplomatically with colleagues across all levels of the organization.

Employment Information

IHDSC is committed to building and supporting a welcoming community that reflects and enacts the values of inclusion, diversity, belonging, equity and accessibility. We value diverse skills, backgrounds, perspectives, styles and values, and strive for a diverse, equitable, inclusive and accessible working environment for our students, staff, researchers, and faculty. We offer a collegial and supportive culture and a comprehensive benefits package that includes NYU tuition remission and generous vacation, health, and retirement plans. This is a full-time position. Salary range is $55,000 - $65,000 and is commensurate with experience.

The review of applicants will begin immediately. For full consideration, please send a cover letter and resume via Interfolio as soon as possible: http://apply.interfolio.com/108750.

For people in the EU, click here for information on your privacy rights under GDPR: www.nyu.edu/it/gdpr

NYU is an Equal Opportunity Employer and is committed to a policy of equal treatment and opportunity in every aspect of its recruitment and hiring process without regard to age, alienage, caregiver status, childbirth, citizenship status, color, creed, disability, domestic violence victim status, ethnicity, familial status, gender and/or gender identity or expression, marital status, military status, national origin, parental status, partnership status, predisposing genetic characteristics, pregnancy, race, religion, reproductive health decision making, sex, sexual orientation, unemployment status, veteran status, or any other legally protected basis. Women, racial and ethnic minorities, persons of minority sexual orientation or gender identity, individuals with disabilities, and veterans are encouraged to apply for vacant positions at all levels.

Sustainability Statement

NYU aims to be among the greenest urban campuses in the country and carbon neutral by 2040. Learn more at nyu.edu/sustainability

New York University requires that all community members (students and employees) be in compliance with NYU’s COVID vaccination policy for the 2021-2022 academic year. This offer of employment is contingent upon compliance with the University's policy regarding the COVID-19 vaccination and, in order to commence employment, requires a University approved upload of a vaccination record OR a University approved medical/religious exemption. Those who receive a conditional offer of employment on or after August 1, 2021 are required to upload a valid vaccination record or they must obtain an appropriate medical or religious exemption before they can commence employment at their US-based NYU work location

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