Senior Grants and Contracts Specialist


Senior Grants and Contracts Specialist




Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher). Four (4) years of full-time experience with preparing/submitting grant applications as an AOR to federal agencies/sponsors such as NSF, NIH, DOD, and DOE. Experience editing and performing quality assurance reviews of documents. Experience analyzing and preparing project budgets. Experience in pre-award administration at an institution of higher education. Experience interpreting and applying policies from multiple types of funding agencies (e.g., federal, state, and institutional). Experience using electronic pre-award systems such as, NIH ASSIST, NSF FastLane/, Grants Solutions, Huron Click, InfoEd, Cayuse.

Preferred Qualifications:

Additional years (5+) of full-time experience preparing/submitting grant applications as an AOR to federal agencies/sponsors such as NSF, NIH, DOD, and DOE. Experience preparing/submitting very large grant applications to federal agencies/sponsors (e.g., with budgets over $10M). Experience providing support for compiling required data for proposals (e.g., NIH T32 training grants). Completed SRA and/or NCURA professional development workshops/classes.

Brief Description of Duties:

In order to support the successful submission of compliant proposals, a seamless relationship between the Office of Proposal Development (OPD) and the Office of Sponsored Programs (OSP) is essential. This position will facilitate this relationship by establishing a formal link between these two offices. Exclusively supporting the Office of Proposal Development (OPD), the Senior Grants and Contracts Specialist will dually report to the Assistant Directors of OPD and the Office of Sponsored Programs (OSP) and be responsible for the technical review and submission of the grants within this position's portfolio as well as supporting the OPD proposal development team to ensure the development of compliant proposals throughout the proposal development process. Therefore, it is imperative that this incumbent have a working knowledge of the technical aspects of grants.

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

● Review and submit proposals as an AOR to ensure they are in compliance with both internal and sponsor deadlines, federal and state laws, sponsor guidelines, RF, and University policies and procedures governing sponsored research.

● Serve as the primary source of expertise to ensure that proposals meet sponsor requirements; consult with appropriate managerial staff on any exceptions to University policy, including program matching commitments, facilities, and administrative rates, etc.

● Maintain an awareness of laws, regulations and nuances that may impact sponsored award operations.

● Review terms and conditions on proposal solicitations; collaborate with other OSP, OPD, OVPR, University and/or RF Central officials to facilitate complex submissions, including subcontracts, clinical trials and state solicitations to ensure conformity with University policies.

● Review 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.

● Serve as University liaison between OPD, 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.

● Attend workshops and conferences geared towards grant administration skills as well as those that address changes in proposal submission requirements.

● Provide training on internal processes and related professional development opportunities.

● Provide pre-award administrative guidance to the OPD proposal development team and PIs throughout the complex process of proposal development and support research development activities.

● Follow guidance from OPD leadership to provide timely review of proposal documents and feedback to the OPD proposal team and to determine which proposal team meetings to attend.

● Disseminate information to OPD management and staff on laws, regulations and nuances that may impact sponsored award operations.

● Guide the OPD proposal team 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.

● Guide the OPD proposal team in ensuring the compliance of proposal documents.

● Assist faculty with editing and reviewing non-technical portions of the proposal.

● Review proposal submission checklists to ensure all requirements have been included.

● Provide preliminary checks on proposal documents.

● Attend workshops and conferences geared towards honing project management skills.

● Support the development of proposal template materials and other resources to advance research at Stony Brook, including templates, project management documents, and other web-based/public relations resources.

● Contribute to the organization of workshops related to proposal development.

● Provide support for compiling, coordinating, and reviewing required institutional, publication, and award data for proposals (e.g., NIH T32 training grants).

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 or visit OEA.

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Background Information

4-Year Degree
Years of Experience
  • College/University
  • Grants and Contracts
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Security Clearance

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