Jan 13, 2023

AP and Purchasing Specialist

  • The Research Foundation For SUNY
  • Albany, NY, USA
Full-Time Accounting Finance

Job Description

Thank you for considering The Research Foundation for SUNY in your search.

About The Research Foundation for SUNY:

The Research Foundation for The State University of New York (RF) is the largest comprehensive university-connected research foundation in the country.

Our mission is to provide talent, services, and technology that empower SUNY to research, innovate, and transfer discoveries that transform the world's knowledge economy.

Our vision is to make SUNY the best place for faculty, students, and staff to research, innovate and solve the world's most pressing problems.

The RF serves SUNY by providing essential administrative services that enable SUNY faculty to focus their efforts on the education of students and the performance of life-changing research across a wide range of disciplines including medicine, engineering, physical sciences, energy, computer science, and social sciences. We work with the academic and business leadership of SUNY campuses to support research and discovery through the administration of sponsored projects and technology transfer and management of intellectual property for public benefit and economic growth.

The RF is committed to diversity, inclusion, and a working environment that enhances productivity creates personal and professional opportunities, unleashes everyone's full potential, and fuels innovation. We hold the organization and each other to the highest standards of integrity, accountability, and ethical behavior.

Visit http://www.rfsuny.org/ and connect with us on Facebook, Twitter, and LinkedIn. Learn about SUNY at http://www.suny.edu/.

Job Description:


Under the direction of the Finance Operations Coordinator, the incumbent performs diverse and complex duties in the areas of accounts payable and purchasing (AP/PO). This position supports the System Administration Sponsored Programs Office (SPO), Research Foundation Central Office (RFCO), and campus activities. The successful incumbent will take a proactive and strategic approach to all AP/PO activities while providing quality customer service to both internal and external constituents. Duties include but are not limited to:

• Serve as point of contact for project and campus staff on all AP/PO transactional inquiries, training opportunities, policies, and procedures.
• Responsible for verifying vendor payment activity, ensuring compliance with RF and sponsor-specific policies and procedures, grant budget allocations, and verification of appropriate signature authorizations.
• Responsible for approving and monitoring purchase requisitions created by project and campus staff for grant-related purchases.
• Serve as the main point of contact for Purchasing and Travel credit card reconciliations.
• Serve as the main point of contact for all Enterprise Car Rental expenses.
• Maintain electronic payment files and internal workflows for all payments, contracts, bid selections, and RFP's.
• Monitor contract and agreement process to ensure completeness of files, including appropriate authorizations and most recent updates.
• Monitor all supplier file activity, including the setup of new suppliers and sites.
• Responsible for analysis and clean-up of the supplier file which includes research, performing merges, creating new suppliers as necessary, and ensuring standard conventions are being upheld.
• Monitor 1099 & 1042 supplier's exceptions for payments and assist in 1099 & 1042 year-end process.
• Assist project and campus staff with the functionality of the Research Foundation Report Center.
• Work closely with the SPO team to document new processes, including regular review of controls, update and streamline existing policies and procedures related to internal tasks, and strive to mitigate risks to the corporation.
• Work closely with Finance Operations Coordinator on all project activity related to AP and purchasing while supporting the team to enhance customer service and increase operational efficiency.
• Assist the Operations Manager and Deputy Operations Manager with gathering and compiling data for audit requests and other reporting requests as needed.
• Contribute to a work environment that fosters teamwork and cooperation.



• Associate's degree and 1-2 years progressive experience in purchasing, accounts payable, or payroll or equivalent combination of education and experience.
• Excellent communication skills with a supportive approach at all levels of correspondence.
• Maintain the highest level of confidentiality and ethical standards in all work activities
• Must demonstrate strong analytical skills and be solution-oriented.
• Able to prioritize multiple tasks and responsibilities in a deadline-oriented environment.
• Familiarity with Research Foundation policies and procedures preferred.

Additional Information:

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, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

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

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.

Application Instructions:

Applicants interested in applying MUST submit the following documents through our website:

1. Resume/Cv
2. Cover Letter

After submitting your resume/CV, the subsequent pages enable you to upload your cover letter and additional documents.

Returning Applicants can https://rfsuny.interviewexchange.com/login.jsp to your RF SUNY Careers Account to review your application.



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