Contracts and Clinical Trials Officer


Contracts and Clinical Trials Officer

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). Three (3) years of full time experience negotiating and/or administering a variety of research awards. In lieu of a degree, a combination of higher education and related experience totaling four (4) years may be considered. Experience with contract management and/or negotiations, editing legal documents, or similar field of experience. Financial and/or administrative experience.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in public health, public administration, contract management, communication, healthcare administration, business administration, business, law or a directly related field. Experience with federal and non-federal regulations and guidelines, cost principles, uniform administrative requirements for grants and audits of states, local governments, and non-profit organizations. 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. Budget management experience.

Brief Description of Duties:
The Office of Sponsored Programs is seeking a highly motivated and skilled contracts and clinical trials specialist to join its team to provide comprehensive contract administration for a diverse portfolio of sponsors and partners. The successful candidate will be responsible for comprehensive contract administration including preparation, review and negotiation agreements and contracts, exercising sound decision-making and problem-solving skills in the negotiation of contracts (including amendments, modifications, and subcontracts as necessary), and for assisting in the development of administrative procedures to comply with regulations affecting governmental and industry sponsored contracts. The successful candidate will serve as a liaison between Sponsored Programs, Tech Licensing, 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. Due to legal and ethical issues, they must adhere to stringent guidelines to make sure that contracts and trials are credible, and subjects are protected.

The successful incumbent will have independent initiative to interpret and apply applicable regulations, policies, and procedures in a university or an agency funding or conducting research, experience and efficiency in the negotiation of complex research or clinical contracts (such as those involving intellectual property, publication restrictions, export control, data use and data transfer, confidential information and federal FAR clauses) as well as familiarity with federal and non-federal regulations and guidelines, and outstanding written, verbal, and interpersonal communication skills. Incumbent must have experience successfully working independently as well as part of a team with a collaborative approach to problem solving, 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. Incumbent must possess 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 requests. Ability to speak confidently when communicating with investigators and industry professionals.



  • Draft, negotiate, recommend acceptance and administer research, testing, lab study agreements, including sponsor or investigator-initiated clinical trials, supported by a variety of sponsors. These sponsors include local, federal, national, international, private, non-profit, public and for-profit organizations.
  • Act as University representative to sponsoring agencies and work with outside patent counsel in the process of negotiating agreements. Act as liaison between and among faculty and corporate sponsors, campus administrative offices and Central Office of the Research Foundation.
  • Assist PIs in reviewing budgets and scopes of work for research industry and other complex agreements and act as liaison with Compliance entities.
  • Provide assistance in contract proposal review, fiscal planning and management and patent and licensing issues. Advise faculty and staff on all facets of contract/clinical trials 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, amendments and early terminations.
  • Provide post-award administrative support including expenditure approvals, accounting detail and reporting requirement information. Monitor the acceptance of costs on contracts, submission of progress reports, and review and approve closeout documents
  • Forge Master research and clinical trial agreements for Stony Brook University and the entire SUNY system. Tracking of research projects/agreements and collection of data for internal and external purposes. Maintenance of a database consisting of all sponsored research initiatives.
  • 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.
  • Conduct regular data integrity reviews and resolve discrepancies between contracts, proposals and system data.
  • Sharply focus on continuous improvement of processes and procedures to ensure maximum effectiveness throughout the contract negotiation and with changing business needs. Communicate suggestions for increased efficiencies to senior leadership.
  • Participate in sponsored programs administration policy discussions and recommend policy or procedural changes; revise and update procedures for the conduct of research at the University as necessary.
  • Assist with the enhancement of the Office of Sponsored Programs contracts and clinical trials webpage up-to-date.
  • Provide training and assistance to entry level Sponsored Programs contracts specialists with contract processes.
  • 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 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 or visit OEA.

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SUNY Research Foundation: A Great Place to Work.
Job Number: 2204905Official Job Title: Sponsored Programs Associate 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: 8:30am - 5:00pm Posting Start Date: Jan 18, 2023Posting End Date: Feb 17, 2023, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:E4 SBU Area:The Research Foundation for The State University of New York at Stony Brook

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4-Year Degree
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  • College/University
  • Grants and Contracts
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