Grants Administrator

Grants Administrator


Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher. In lieu of a Bachelor's degree, a combination of higher education and experience in office/administrative support, financial or grant related work totaling four (4) years may be considered. One (1) year of full time office/administrative support experience. Experience using Microsoft Word, Adobe PDFs, Excel, Google, and/or similar software/systems.

Preferred Qualifications:
Experience in an academic or nonprofit grant/research administration setting. Budget management experience.

Brief Description of Duties:
We are looking for an enthusiastic administrative support professional to join our team. Reporting to the Assistant Director for Grants, this position is a critical contributor to the Grants team in the Office of Sponsored Programs (OSP). The Grants Administrator must foster good working relationships, both internally and externally as well as build and maintain a sustainable professional, supportive environment for the Team. The Grants Administrator will be a detail oriented, organized, self-directed individual who will support the Grants Pre/Post Award Teams.

The ideal candidate will be adept at gathering and synthesizing information from many sources, be detail oriented, and have an interest in supporting a broad range of researchers and projects.

While prior experience with research grants or an academic setting is preferred, this can be a growth opportunity open to a motivated individual. The Grants Administrator should demonstrate a positive attitude and a commitment to being part of an energetic, demanding work environment that requires flexibility. Incumbent must have excellent customer service skills with emphasis on respectful and tactful communications, excellent oral and written communication skills and must exhibit reliability, accuracy, and good time management skills along with a professional manner at all times. The ability to problem solve, adapt quickly and learn new systems, policies, and procedures is essential for this role. Incumbent must have excellent organizational and project management skills, with the ability to establish and implement systems and identify resources to ensure the successful completion of projects, the ability to work independently and find solutions, the ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up, the ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment, and the ability to analyze and systematically compile information and to prepare reports and correspondence; comprehend and make inferences from written material; interpret Federal Sponsor requirements for grant administration.



  • Monitor the OSP Grants mailbox and respond to queries/questions in a timely manner.
  • Respond to questions from PI's, administrators, sponsors and direct to appropriate Grants and Contracts Specialists as needed.
  • Provide general guidance to Faculty/Department Administrators/Staff on institutional/OSP policies and processes; direct them to responsible individuals within the institution or resources available on the OSP website.
  • Provide guidance to Faculty/Department Administrators on federal, agency and foundation guidelines/policies and Sponsor systems.
  • Provide training to Faculty/Department Administrators on use of Sponsor portals (ie; eRA Commons;, etc).
  • Process/manage all affiliation requests through Sponsor Portals (ie,, eRA Commons, eBRAP, etc).
  • Maintain workshop/training scheduling, registrations, coordination of workshop/training sessions (ie myResearch Training).
  • Review term lists, outreach to Faculty with awards that have term dates approaching to inquire if a no cost extension is needed and provide guidance on internal/external procedures to obtain extension.
  • Upon review of overdue technical report list, determine if reports have been submitted and if not, coordinate communication and action through resolution.
  • Assist Faculty/Administrators in obtaining information needed for Other Support documents.
  • Participate in Grants Pre/Post Award, OSP team meetings and meetings as requested by AD for Grants.
  • Participate in sponsor virtual webinars/conferences and other professional development opportunities to stay up-to-date on developments in the field, compliance requirements.
  • Provide back-up support on grant submissions as needed to Pre-Award Team, particularly during times of staffing transition.
  • 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.

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 or visit OEA.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work.
Job Number: 2204271Official Job Title: Sponsored Programs Assistant IIJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Office of Sponsored ProgramsSchedule: Full-time Shift :Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Posting Start Date: Nov 29, 2022Posting End Date: Dec 29, 2022, 8:59:00 PMSalary:$62,000-$68,000Appointment Type: RegularSalary Grade:E2

To apply, visit

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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