Grants & Contracts Specialist - Pre-Award Team

Grants & Contracts Specialist - Pre-Award Team




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 administrative experience equaling four (4) years may be considered. Two (2) years of full time finance, accounting, and/or administrative experience.

Preferred Qualifications:
Experience using electronic pre- and post-award systems such as, NIH ASSIST, NSF Fastlane/, Grants Solutions, Huron Click, InfoEd, Cayuse. Experience developing or analyzing grant budgets. Experience managing grant application processes. Experience interpreting and applying policies from multiple levels of authority (federal, state, and institutional). Customer service experience. Experience with Pre- and/or Post-Award Management in a government, non-profit, and/or academic setting.

Brief Description of Duties:
The Grants & Contracts Specialist - Pre-Award Team, reports to and works in conjunction with the Assistant Director for Grants to coordinate all pre-award grants activity. They serve as a trusted research administration professional within OSP and the university community, accepting workflow assignments and providing the highest level of service to faculty in preparing grant proposals for timely submission. As an integral part of the research administration community and in support of the University's overall research mission, this position requires an unwavering commitment to service and excellence in a demanding, deadline-driven environment. This position involves working closely with and serving as a liaison between faculty and staff within the college and across campus to meet proposal objectives and submission deadlines, using a variety of communications methods. Adaptability and flexibility to accommodate ongoing changes to internal and external policies and regulations; facilitating short lead times on proposal or project deliverables; balancing conflicting priorities; and contributing and adjusting to a continuously evolving environment are vital.






  • Provide pre-award administrative assistance, guidance, and oversight to faculty and administrators seeking external funding for research and other sponsored projects through the complex process of proposal preparation and submission; review and timely submit proposals and ensure they are submitted correctly and according to appropriate deadlines, in accordance with federal and state laws, sponsor guidelines, and University policy and procedure governing sponsored research.
  • Serve as the primary source of expertise to ensure that proposals meet sponsor requirements; ensure regulatory compliance requirements; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, facilities, and administrative rates, etc.
  • Provide direction, training, and assistance to faculty and administrators in the development of proposals, including but not limited to budgeting, interpretation of sponsor terms and policies, and University policies and procedures; obtain all necessary clearances and authorization prior to submission such as training mandates and disclosures.
  • Review terms and conditions on proposal solicitations and award documents as appropriate; collaborate with other OSP, OVPR, University and/or RF Central officials to negotiate terms as necessary for interdisciplinary, complex, and non-standard proposals and partner with other OSP staff to facilitate agreements, including subcontracts, clinical trials and state agreements to ensure conformity with University policies.
  • Analyze and understand complex information from multiple sources including funding opportunity announcements, sponsor submission procedures, and sponsor electronic research processes and procedures.
  • Keep abreast of laws, regulations, external and internal policies, and procedures governing the administration of grants and cooperative agreements.
  • Serve as University liaison between Principal Investigators (PI) and Sponsors, and represents the University and researcher within the scope of authority in the negotiation of changes to sponsored research commitments, such as just in time budget adjustments.
  • Administer grant transfers in the institution and act as liaison between incoming faculty as well as other offices on campus, such as Property Control, if equipment is being transferred etc. Guide faculty in the development of new or revised project budgets, including just-in-time, 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.
  • Contribute to workflow, business process, and policy improvements.
  • Assist in training new pre-award staff and may develop and present training materials to OSP and the University community.
  • 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 OSP bulletins.
  • Provide coverage and back up administrative support to other members of the team.
  • 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).

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

    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 (631) 632-6280 or visit OEA.

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

    SUNY Research Foundation: A Great Place to Work.

    Job Number: 2204389
    Official Job Title: Sponsored Programs Associate I
    Job Field: Administrative & Professional (non-Clinical)
    Primary Location: US-NY-Stony Brook
    Department/Hiring Area: Office of Sponsored Programs
    Schedule: Full-time Shift :Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m.
    Posting Start Date: Dec 19, 2022
    Posting End Date: Jan 18, 2023, 8:59:00 PM
    Salary:Commensurate with experience
    Appointment Type: Regular
    Salary Grade:E3
    SBU Area:The Research Foundation for The State University of New York at Stony Brook

    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