Grants Administrator

Stony Brook, NY
Apr 11, 2017
Institution Type
Four-Year Institution
Job Description

Grants Administrator-1700982

Required Qualifications: (As Evidenced by an Attached Resume)

Bachelor's Degree. In lieu of degree, four (4) years of directly related full time experience, or a combination of higher education and experience totaling four (4) years may be considered. Two (2) years full time related and responsible administrative experience. Experience developing and approving project budgets, managing deadlines. Knowledge of federal, state or local agencies and their requirements (including on-line submission of grant proposals or reports). Proficiency in account administration, adept at internet researching and use of sponsored on-line programs, multitasking complex transactions and discretion in working with confidential material. Ability to multitask and prioritize in order to handle heavy, deadline-sensitive workload. Proficient use of: Microsoft Excel, Word and Access.

Preferred Qualifications:

Three (3) or more years of additional related and responsible administrative experience preferably in centralized university Grants and Contracts Office or working in a university department that interacts on a daily basis with the Grants and Contracts Office. Proficient in Oracle, COEUS and Huron Click.

Brief Description of Duties:

Position Overview:

Grants Administrators have the responsibility of working with faculty and outside sponsors to secure and manage research grant awards. This involves working closely and independently with faculty and their staff to develop grant proposals that meet institution, sponsor, state, federal guidelines and policies. Complex electronic submissions of grant proposals, including institutional use of the COEUS system to facilitate sponsored programs proposal routing and approval.

  • Work closely and independently with faculty to develop and authorize for the institution approximately 200 research proposals annually (amounting to over $100 million). Research proposals are submitted to a vast number of federal and non-federal sponsors, each with differing requirements.
  • Utilize the campus COEUS internal upload and approval routing system and be able to train faculty on its use in formal and informal settings.
  • Ensure proposal compliance with sponsor, SUNY/Research Foundation, federal and any other relevant policies and guidelines; including but not limited to PHS Financial Conflict of Interest, Responsible Conduct of Research, and Export Control regulations.
  • Review proposal to determine whether it meets the multifaceted criteria for a Stony Brook Foundation rather than Research Foundation submission.
  • Guide faculty in the development of project budgets that include project-appropriate costs and ascertaining use of current fringe benefit rates and facilities/administrative costs.
  • Coordinate/verify institutional cost-sharing and other matching costs (recognizing the need for accurate documentation)
  • Follow-up and coordinate with other campus offices for compliance assurances (conflict of interest, export controls, human subject Institutional Review Board approval, animal use approval, and institutional approval for recombinant DNA, controlled substances, radioactive materials and biological or chemically hazardous materials)
  • Upon issuance of sponsor award, the incumbent will initiate the award set-up, taking into account the complexities of each sponsor’s requirements and the terms and conditions of each award. S/he instructs the Office of Sponsored Programs Account Establishment Unit (AEU) on the details of the award terms so that AEU can properly load the information onto the Oracle award system.
  • Ensure that the project runs effectively from start to finish.
  • Establish subcontracts from the prime award when appropriate.
  • Ensure continuity of sponsor funding (including independent decision on whether or not to advance funds into an account pending receipt of a sponsor action)
  • Grant local time extensions on behalf of the institution when award conditions allow
  • Request sponsor time extensions (providing adequate programmatic justifications) on behalf of Principal Investigators (PIs)
  • Advise PIs on budget modifications when necessary
  • Accommodate other faculty/sponsor requests for modifications in the subcontracts
  • Ensure approvals are in place for the protection of human subjects, animal use, and rDNA when pertinent
  • Timely and appropriate action on accounts that carry payroll to ensure project employee continuity (may involve decision to advance funding)
  • Monitor accounts and initiate interaction with PIs to ensure project continuity and full benefit of resources are available to him/her
  • Maintain explicit documentation of all actions taken for audit purposes
  • Use of the on-line Oracle based computer information system for retrieval of information needed to manage accounts efficiently.
  • Serve as liaison between SB faculty and outside sponsors to negotiate new awards, amendments to existing awards and other business matters relating to the administration of an award.
  • It is the incumbent’s responsibility to protect the Principal Investigator and the integrity of the institution when reviewing new grant awards and modifications.
  • Renegotiate award with sponsor if the sponsor condition will compromise the integrity of the institution.
  • Create satisfying solutions in conformance with institutional policies while at the same time, conveying impressions which reflect favorably on the public relations of the University.
  • Overall management of complex grant transfers for new and departing faculty members. Act as liaison between incoming/departing faculty, other offices on campus (such as Property Control if equipment is also being transferred, Office of Grant Management to monitor encumbered funds, etc.) and the sponsor for smooth and timely transfer of grant monies to ensure uninterrupted continuance of researcher’s project.
  • Process subcontract proposals going to other universities and non-profits by Certifying subcontract budgets meet all institutional requirement and Work with PIs and subcontract institutional to resolve any discrepancies.
  • Continuous self-education on sponsor guidelines and federal regulations via Internet and other communication vehicles.
  • Participation on inter and intra-office committees seeking to implement or revise grant administration policies and procedures.
  • Provide workshops for faculty education regarding sponsored program activities and procedures as a member of a panel.
  • Attend regional and national grants administration conferences and workshops to keep up-to-date on latest sponsor requirements and federal regulations, network with professional at other institutions facing the same challenges, and participate in workshop to bring knowledge to the next level.
  • Serve as back up for colleagues on as needed basis.
  • Collaborate with Director of Sponsored Programs to develop individual departmental and organizational goals to foster improvement at all levels.
  • Other duties as assigned.

Special Notes: FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Stony Brook University is 100% tobacco-free starting January 1, 2016. See our policy and learn more at

About Stony Brook:

Long Island’s premier academic medical center, Stony Brook Medicine represents Stony Brook University’s entire medical enterprise and integrates all of Stony Brook’s health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children’s Hospital, the five Health Sciences schools — Dental Medicine, Health Technology and Management, Medicine, Nursing and Social Welfare — as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County’s only tertiary care center and Regional Trauma Center. Stony Brook Children’s, with more than 160 pediatric specialists, offers the most advanced pediatric specialty care in the region.

Equal Opportunity Employer, females, minorities, disabled, veterans

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Official Job Title: Sponsored Programs Assistant II
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Office of Sponsored Programs-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Day Shift 8:30 AM - 5:00 PMOffice of Sponsored Programs-The Research Foundation for The State University of New York at Stony Brook
Posting Start Date: Apr 9, 2017
Posting End Date: May 8, 2017, 10:59:00 PM
Salary: $55,000-60,500K Commensurate with Experience
Salary Grade: E2


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