Contracts and Subawards Specialist

Contracts and Subawards Specialist

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Two (2) years of full time administrative experience. In lieu of a Bachelor's degree, a combination of higher education and relevant experience totaling four (4) years may be considered. Experience with Microsoft Office Suite and/or Google applications.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in contract management, communication, public, healthcare or business administration, law or a directly related field. Experience with federal, state and private industry regulations and guidelines that are governing technical aspects and administration of subawards and contracts, including familiarity with the Federal Acquisition Regulations (FARs). Experience negotiating contracts and agreements for sponsored projects in an institution of higher education. Experience with university administrative practices and systems such as pre-awards electronic routing and submission systems, Oracle E-Business Suite, PeopleSoft, and/or Google Apps for Education.

Brief Description of Duties:
The Office of Sponsored Programs is seeking a highly motivated and skilled Contracts & Subawards Specialist to join its contracts and clinical trials team under the supervision of the Assistant Director for Contracts, to provide comprehensive contract administration for a diverse portfolio of sponsors and partners in support of the University's sponsored program activity. They will focus heavily on administrative management and knowledge of published regulations, including preparation, review, negotiation and processing of sub agreements and contracts, exercising sound decision-making and problem solving skills in the negotiation of contracts (including amendments and modifications), and for assisting in the development of administrative procedures to comply with regulations affecting governmental and industry sponsored contracts. They will serve as a liaison between Sponsored Programs, Intellectual Property Partners, Research Compliance, Legal Counsel, Sponsor, Principal Investigator, School of Medicine (SOM)/ Office of Clinical Trials (OCT), Central Office of the Research Foundation and post award as necessary to accomplish negotiation and contract administration in a timely manner.

The successful incumbent will have experience effectively multi-tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization, strong organizational and time management skills with exceptional attention to detail, and the ability to thrive in a busy, high-volume, and deadline driven work team environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency request. Incumbent must have the ability to speak confidently when communicating with investigators and industry professionals, excellent customer service skills and outstanding written, verbal, and interpersonal communication skills. Incumbent must have the ability to write and interpret technical contract language and understand its implications, the ability to effectively communicate with and serve as liaison between granting agencies, University administration and the principal investigators, and experience successfully working independently as well as part of a team with a collaborative approach to problem solving.



  • Act as University representative to sponsoring agencies and work with outside patent counsel in the process of negotiating agreements, as needed.
  • Assist PIs in reviewing budgets for research agreements and sub-agreements and act as liaison with compliance entities.
  • Maintain knowledge of and interpret applicable policies, statutes, regulations and procedures formulated by the University, state and federal government, granting agencies, and various private foundations and industries; maintain up-to-date reference records.
  • Review proposed agreements for compliance with applicable University policy, state and federal regulations including but not limited to federal acquisition regulations (FAR) clauses, confidentiality, publications, intellectual property, governing law and reporting requirements in support of sponsored projects and other related agreements supporting research activities.
  • Negotiate or assist in the negotiation of agreements with state, non-profit and federal sponsors and drafts compliant contact and subaward language.
  • Provide assistance in contract proposal submission and management. Advises faculty and staff on all facets of subawards and contract administration.
  • Authorize the establishment of accounts and fiscal transactions pertaining to the establishment of awards, the advancing of funds, increases to account budgets and extension of term dates with and without funding.
  • Provide post-award administrative support including expenditure approvals, amendments and modifications. Monitor the acceptance of costs on contracts and subawards, submission of progress reports, and review and approve closeout documents.
  • Provide coverage and back up administrative support to other members of the team.
  • Draft, compile and complete various forms, notices, certifications, and other communication, required by sponsors.
  • Participate in policy and procedure discussions. Develop presentations and training sessions to introduce or educate researchers and administrators on Foundation and sponsor processes and requirements.
  • Communicate suggestions for increased efficiencies to senior leadership.
  • Provide training and assistance to entry level Sponsored Programs contracts and subawards specialists.
  • Represent Office of Sponsored Programs at campus and external meetings.
  • 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 is 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 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: 2204902Official Job Title: Sponsored Programs Associate IJob 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: Jan 18, 2023Posting End Date: Feb 17, 2023, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary 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