Grants and Contracts Specialist

Grants and Contracts Specialist


Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). In lieu of a degree, four (4) years relevant experience with research administration, or a combination of higher education and experience may be considered. Demonstrated financial and/or administrative experience involving a variety of grants. Experience analyzing and preparing project budgets. Familiarity with various sponsor and sponsoring agency electronic research administration systems.

Preferred Qualifications:
Master's Degree (foreign equivalent or higher) in business or a related field. Two or more (2+) years of experience involving grants in pre-/post-awards. Experience delivering presentations and/or training. Experience with Oracle E-Business Suite, PeopleSoft, and/or Google Apps. Previous work experience in pre-/post award research administration at a non-profit or academic research institution. Experience negotiating the terms and conditions of research awards and/or grants. Completed SRA and/or NCURA professional development workshops/classes. Experience with pre-awards electronic routing and submission systems. An understanding of Uniform Guidance and federal regulatory compliance requirements including conflict of interest, export controls and research involving animals and humans.

Primary Purpose:
Working within the Office of Sponsored Programs, the Grants and Contracts Specialist reports to the Assistant Director of Grants and is responsible for advising on the technical administration of the grants within this position's portfolio. Therefore, it is imperative that this position have a working knowledge of the technical aspects of grants. Since the Grants and Contracts Specialist position is responsible for reviewing grant proposals and the establishment of new awards, and outgoing subawards, they are also expected to stay abreast of any changes in regulations or overall funder policies and practices.

The successful incumbent will have excellent interpersonal skills, exercising strong organizational skills with an exceptional attention to detail. They will also have excellent computer and communication skills and will be service oriented. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.

The Office of Sponsored Programs also notes that being comfortable speaking confidently when communicating with investigators and sponsors is essential as well having experience working with minimal supervision, exercising independent judgment in support of departmental initiatives


As a Grants and Contracts Specialist, the incumbent is responsible for:



  • Remaining in compliance with sponsor, federal, and institutional guidelines, policies, and procedures when handling grant proposals and award management.
  • Reviewing all grant proposals and the establishment of new awards and new outgoing subawards, ensuring continuity of sponsor funding, including issuing advance funds, accommodating other faculty/sponsor requests for modifications in the awards.
  • Reviewing all expedited grant proposals, ensuring compliance with local, federal regulations and ethical standards.
  • Responsible for decisions regarding outgoing grant proposals and management of current grant awards.
  • Ensuring timely submission of grant applications in compliance with applicable laws, regulations, policies and procedures.
  • Maintaining an awareness of, and disseminating information to, management and staff on laws, regulations and nuances that may impact grant operations


  • Serve as a liaison between PI's and Sponsors. Administer grant transfers in and out of the institution and act as liaison between incoming/departing faculty as well as other offices on campus, such as Property Control, if equipment is being transferred, Office of Grants Management to monitor encumbered funds etc. Guide faculty in the development of new or revised project budgets that include project-appropriate costs and ascertain use of current fringe benefits and facilities/administrative costs. Manage institutional cost-sharing and other matching costs, recognizing the need for accurate documentation. Review proposals to determine whether they meet the multifaceted criteria for a Stony Brook Foundation versus a Research Foundation submission.
  • Review, negotiate and evaluate award terms and conditions for individual agreements. Negotiate acceptable grant terms that are consistent with Federal and State law, University policy, processes and systems; and that are also consistent with originating sponsor or funder requirements. Participate in on-going subaward and grant management activities on behalf of the University, work with the investigator, campus administrators and the sponsor during the term of the award to ensure that reports are submitted and grant terms honored. Maintain current and accurate agreement files of record in myResearch Agreements
  • Serve as a member of the campus team for the training of the Huron Click Grants module. Attend workshops and conferences geared towards honing grant administration skills as well as those that address changes in proposal submission requirements. Share responsibility, and provide input to, OSP organized committees regarding website presence and communication strategies, including the OSP monthly bulletin.
  • Other duties 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.

This position may be eligible for alternative workplace arrangements/telework (remote or virtual) or hybrid.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

Resume/CV and cover letter should be included with the online application.

Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning, and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at OEA.

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Contact Information

Stony Brook University



100 Nicolls Rd

Stony Brook, NY 11794


Background Information

4-Year Degree


  • College/University
  • Grants and Contracts


Target Job Information

  • Full Time