Account Establishment and Maintenance Specialist **Hybrid**

Research Foundation for SUNY   Albany, NY   Full-time     Administration / Clerical
Posted on July 10, 2024
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Account Establishment and Maintenance Specialist (R24-35) **Hybrid**

About RF for SUNY at the University at Albany:
Employment is with The Research Foundation for the State University of New York, a private, nonprofit, educational corporation that provides essential sponsored program administration and innovation support services to SUNY faculty and students whose ideas and research generate ground-breaking discovery and translate to entrepreneurial and economic development opportunities for New York State.

Working at the SUNY Research Foundation for the University at Albany, you will be part of a team that provides essential services to the University as it moves to the front ranks of American higher education, supporting the advancement of education, research and discovery. The University at Albany, a nationally recognized research university with outstanding faculty, researchers and staff, offers challenging, exciting and rewarding careers to those who seek opportunities to grow and excel.

The University at Albany is at the forefront of innovation and exploration in a wide range of research areas, from the health sciences and engineering to the humanities and fine arts. UAlbany has been recognized as a Carnegie R1 research institution - one of the elite "very high research activity" doctoral universities as ranked by the Carnegie Classification of Institutions of Higher Education.

Job Description:
The Account Establishment and Maintenance Specialist will work as part of a team and will be primarily responsible for establishing and maintaining awards funded through the Research Foundation for SUNY. Responsibilities include thoroughly reviewing grants and contracts; preparing data input forms; precisely and efficiently inputting data into the Oracle and Pre-Award business systems; disseminating account information; and generating, reviewing and distributing reports related to sponsored program activity.

Essential Functions

  • Prepare data input forms for Account Establishment and Management (AEM) transactions. This includes the careful review of award documents and working closely with Research Administrators and other Sponsored Programs staff to resolve discrepancies.
  • Input data into the Oracle business system as it relates to the establishment and maintenance of grants, contracts and other accounts funded through the Research Foundation. 
  • Ensure electronic grant and contract files are created, updated and properly documented.
  • Review transactions processed by other AEM staff members to verify accuracy. Distribute award information to project directors, Project Staff, other sponsored programs staff, as well as senior leadership at the campus.
  • Generate, review and disseminate reports to monitor transactions related to sponsored program activity. Follow up with project directors, and project staff to ensure compliance with sponsor terms and conditions, including reporting requirements.
  • Provide support and coverage for office functions such as assisting with the management of the filing system; answering telephones and greeting visitors; making photocopies and scanning documents; and assisting with ensuring award information is accurately and completely integrated within our business systems as needed.

Minimum Qualifications:

  • High School Diploma and 4 years of progressive experience in clerical functions, OR an Associate's degree or Bachelor's degree from a college or university accredited by the US Department of Education or an internationally recognized accrediting organization and 2 years of progressive experience in clerical functions.
  • Experience with Microsoft Office.
  • Experience working both independently and as part of a team.
  • Must possess excellent written and verbal communication skills.

Preferred Qualifications:

  • Experience working in sponsored funds administration or higher education.
  • Experience using Oracle Business Applications.

Additional Information:
Salary Range
: $45,000 - $50,000 (DOE)
Subject to change, this position may be eligible for up to 60% alternative workplace arrangement after a probationary period.

Federal law and regulations require notice to all prospective employees regarding crimes that have occurred on campus in the current three-year period. Please refer to the following website for the complete Annual Security Report ("Clery Report"):

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.

The Research Foundation for The State University of New York offers exceptional benefits such as healthcare, dental, vision, pension plans, competitive pay, generous paid time off, tuition assistance, life insurance and long-term disability insurance. The University at Albany offers a variety of performing arts, world class libraries, and competitive sporting events.

Application Instructions:
Persons interested in the above position should submit a resume, three work-related references, along with a cover letter at

Applicants must demonstrate an ability to develop inclusive and equitable relationships within our diverse campus community.

Applicants must demonstrate an ability to support diversity, equity, access, inclusion, and belonging, relative to their role.

Priority review of applications will begin on July 17, 2024, and continue until filled.


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