Campus Description: Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory, a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities. Stony Brook Medicine is Suffolk County's only academic medical center and tertiary care provider. Many opportunities exist for collaborative research, and in some cases, joint appointments with BNL or with Medical School departments.
Descriptive Title: Grants Administrator REF#: WC-R-8052-13-08-S
Budget Title: Sponsored Programs Assistant II Research Foundation Professional Position
Department: OVPR-Sponsored Programs RF Line#: R1399
Grade: E.2 Campus: Stony Brook West Campus/HSC
Salary: $51,000 - $60,500

Required Qualifications: Bachelor's Degree. In lieu of degree, four years of directly related full time experience, or a combination of higher education and experience totaling four years may be considered. Two years of full time related and progressively responsible administrative experience. A demonstrated ability to work independently, act decisively using sound judgement skills, demonstrate professionalism with people at all levels, develop and approve project budgets, manage deadline. Knowledge of federal, state or local agencies and their requirements (including on-line submission of grant proposals). Proficiency in account administration, adept at internet researching and use of sponsored online programs, multi-tasking complex transactions and discretion in working with confidential material. Proficient use of: Microsoft Excel for budget development/review/verification and record keeping; Microsoft Word for correspondence and electronic forms; Microsoft Access for interoffice databases and Oracle for online RF award management. Ability to multi-task and prioritize in order to handle heavy, deadline-sensitive workload.
Preferred Qualifications: Three or more years of full time, related and progressively 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. Experience with grant/contract proposals. Experience with grant/contract awards, negotiation of award terms and conditions. Proficient in Oracle and COEUS.

Brief Description of Duties: The Grants Administrator has 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. Upon receiving the award, initiate the set-up of the award in Oracle system (determining whether advance funding is needed and prudent) and then manage the award (and administers revisions to the award) for it’s life span. Other duties include facilitation of faculty grant transfers in and out, initiation and set up of outgoing subcontracts with other universities, attendance at regional and national workshops to keep knowledge up to date, and participation in Office of Sponsored Programs and campus committees that shape office policy. The selected candidate will:

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. Strong analytical reasoning and independent judgment is essential to bring all the proposal pieces together in a tight, stressful deadline-driven environment, to avoid proposal rejections. This requires up-to-date knowledge of a multitude of different sponsor’s electronic submission systems; each with their own software and submission requirements, as there is a growing number of electronic proposals. Utilize the campus COEUS internal upload and approval routing system and be able to train faculty on its use in formal and informal settings. Proposal submissions include:
  • 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 multi-faceted 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 cradle to grave.
  • 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.
The selected candidate will also:
  • 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 requirements. 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 professionals at other institutions facing the same challenges, and participate in workshop to bring knowledge to the next level.
  • Use Microsoft Excel for budget development/review/verification and record keeping; Microsoft Word for correspondence and electronic forms; Microsoft Access for interoffice databases; and Oracle for on-line RF award management.
  • Multi-task and prioritize in order to handle heavy, deadline-sensitive workload.
  • 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 and appropriate to job function.

Special Notes: This is a full time position. 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. Internal and external search to occur simultaneously. Occasional travel to workshops and training will be required.

The selected candidate must successfully clear a background investigation.

Application Procedure: Those interested in this position should submit a Research Foundation Employment Application, cover letter and resume to:

Anne DePietri
Office of Sponsored Programs

Melville Library W5510
Stony Brook University
Stony Brook , NY 11794-3362
Fax# 631-632-6963

Applications for this position must be received, as specified in the Application Procedure Section, no later than 5:00 PM Eastern Time on 08/16/2013, unless specifically noted otherwise in the Special Notes Section.


Job Category: B) Administrative and Professional Positions (excluding teaching and patient/clinical care).
Posting Date: 08/04/2013
Additional Categories: