Sponsored Award Analyst

Sponsored Award Analyst

OVPR - Office of Grants Management


Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher) in a business related field. In lieu of degree, four [4] years of full time Contract and Grant financial experience, or a combination of higher education and experience totaling four (4) full-time years may be considered. One (1) year of full-time experience providing administrative support to contract and/or grant activities. Computer proficiency to include Microsoft Office: Excel and Word is required. Knowledge of grants management and accounting standards.


Preferred Qualifications:

Advanced Degree (foreign equivalent or higher). Experience with federal and locally funded sponsored research activity. Experience with sponsored research compliance. Experience interacting with and presenting to individuals at various levels within an institution. Proficiency with Oracle preferred.


Brief Description of Duties:

The Sponsored Award Analyst is responsible for the full life-cycle fiscal management of the sponsor funded grant and contract awards within this position's portfolio. As the primary contact for Principal Investigators, this position ensures the successful conduct of the financial affairs of these awards on behalf of Principal Investigators, Sponsors and The Research Foundation for SUNY, ensuring the campus maintains its status as a recipient of federal and private research funding.


This requires a comprehensive understanding of all Federal, Sponsor and Research Foundation guidelines, adhering to specific line item budgets, sponsor restrictions, campus policies for grant expenditures as well as all aspects of full life-cycle fiscal reporting of sponsoring agencies financial activity. Therefore, having strategic and analytical thinking skills with an ability to solve problems, make effective decisions, and handle multiple tasks simultaneously in a financially complex, deadline-driven environment is imperative.


The successful incumbent will also have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving and the ability to interact with individuals at various levels within an institution

  • The Sponsored Award Analyst ensures the proper management of expenditures as well as the recovery of payments during the active period through award termination and close out as well as provides an analysis of final cost to ensure the university recovers all payments. This position ensures compliance with all applicable terms and conditions, oversees all billing and reporting to include annual/final financial and compliance reports for award active and termination cycles, manual invoices and supporting documentation as required by private and state agencies, certification of all cost shared costs as provided by University. As the primary liaison with the Office of Sponsored Programs and RF Legal for verification of cost and relinquished awards for PI transfers, this position will establish the record of award requirements for purposes of expenditure management, fiscal reporting and collection of payments to the RF in support of awards and agreements.
  • Reviews and approves payroll, fellowships, fellow health insurance and faculty salary offset transactions in keeping with award specifics, budget restrictions and anticipated and committed effort. Monitors charges that post to campus payroll suspense and works with PI's to move charges to appropriate sponsored awards. Ensure salary expenses are fiscally allowable, discussing recommendations with Principal Investigator.
  • Reviews and approves all purchases and recharges presented as cost necessary for the conduct of research objectives to ensure fiscal compliance against sponsored awards
  • Manages proper execution of the Sub-Recipient financial relationship with SBU and the RF to ensure compliance with OMB Uniform Guidance 2 CFR and Compliance A-133 guidelines. Monitor subcontract budgets, review sub recipient's invoices and obtain authorization from Principal Investigator. Confirms compliance with PI's and executes payments to Subs. Requests supporting documentation from Subs for flow through audit compliance and readiness for federal audit.
  • Examines Independent Contractor transactions for proper adherence to RF policy, SUNY and IRS Twenty Factors test. Enter into Visual Compliance database to prescreen for federal restrictions. Monitor and manage restrictive NRSA training grants awarded by the National Institutes of Health.
  • Prepares all invoices and financial reports required by funding source award terms and conditions within prescribed periods, to include cost-shared expenditures, campus recovery of F&A, final property status inventory. Ensures information needed for sponsor audits is compliant to reflect all approvals and in keeping with sponsors terms and conditions. Monitors payments and initiates collection activity as appropriate.
  • Monitors monthly expenditure reports to ensure the healthy fiscal condition of sponsored award accounts to protect SBU and the Research Foundation from sponsor disallowances, and initiates any necessary corrective action. Analyzes sponsored awards for potential budget modifications for continued award management.
  • Consults with PI as award close out period approaches to ensure timely reporting and close out. Coordinates necessary actions with Accounts Payable to facilitate the close of open Purchase Orders.
  • Analyzes recovery of campus Facilities and Administrative costs supported by sponsors throughout the life of the award cycle to ensure full recovery. Determine if re-budgeting is allowable when needed for project goals, execute re-budget and notify PI with sufficient time to facilitate use of funds.
  • Liaise with new Principal Investigators and their staff upon the establishment of a new sponsor funded award to familiarize them with the Research Foundation business system, policies and post award expenditure procedures.
  • Participate, as appropriate, in internal and external professional activities, such as an author or co-author, committee member, search chair, meeting or conference presenter, staying abreast of emerging developments within the fields. Participates in internal control development by researching and co-authoring specific expenditure transaction standard operational procedures. This position requires continual self-education on Research Foundation for SUNY policy and procedures, sponsor guidelines and federal regulations such as the OMB's Uniform Guidance, attends meetings in support of campus process improvement, and participates in professional development opportunities to maintain current understanding of all federal, state and RF Policy Standards and may include training new staff members.
  • Other duties or projects as assigned.


Special Notes:

The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.


Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more at stonybrook.edu/tobaccofree.


About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.


Equal Opportunity Employer, females, minorities, disabled, veterans.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at http://www.stonybrook.edu/police.


For a full position description, or to apply online, visit: www.stonybrook.edu/jobs (Req. # 1804089)




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Contact Information

Stony Brook University



Stony Brook, New York 11794

(631) 632-6161

Background Information

High School

3-5 Years

  • Other
  • Other


Target Job Information

  • Full Time