Title: Sponsored Programs Administrative and Post-Award Coordinator

Location: Stony Brook United States

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher). One (1) year of full-time experience with office/administrative support, financial or grant related work. In lieu of a bachelor’s degree, a combination of higher education and experience in office/administrative support, financial or grant related work in research, academic, or non-profit setting totaling five (5) years may be considered. Understanding of pre-award and post-award processes, such as proposal submissions, budget preparation, award management, reporting, and compliance requirements. Demonstrable proficiency in using Microsoft Office Suite (Word, Excel, Powerpoint), Adobe PDFs, Excel, Google Drive/Workspace, and/or similar software/systems.

Preferred Qualifications:

Bachelor’s degree (foreign equivalent or higher) in a related field. Experience in research administration or grants management within higher education. Knowledge of grant submission platforms like Grants.gov, eRA Commons, Research.gov, or similar systems. Experience with electronic research administration systems, such as Huron, InfoEd, or Cayuse. Budget development and management experience. Experience with website maintenance. Experience with virtual collaboration tools (ie Zoom). Calendar and email management experience.

Brief Description of Duties:

The Administrative and Post-Award Support Assistant provides administrative and operational support to the post award and contracts teams. This position will assist OSP Specialists, faculty and researchers with ongoing award management and ensure compliance with sponsor and university regulations.

Competencies/Knowledge, Skills, and Abilities:

● Excellent customer service skills with emphasis on respectful and tactful communications.

● Excellent oral and written communication skills

● Must exhibit reliability, accuracy, and good time management skills along with a professional manner at all times.

● Ability to problem solve, adapt quickly and learn new systems, policies, and procedures

● Excellent organizational and project management skills, with the ability to establish and implement systems and identify resources to ensure the successful completion of projects

● Ability to work independently and find solutions.

● Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.

● Ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment.

● Ability to analyze and systematically compile information and to prepare reports and correspondence; comprehend and make inferences from written material; interpret Federal Sponsor requirements for grant administration.

● Excellent time management skills.

● Excellent attention to detail and accuracy.

● Possess basic math and analytical skills.

Duties:

● Assist with reviewing post-award documents, ensuring they meet basic university standards and sponsor requirements.

● Provide assistance to faculty and researchers in managing post-award processes, including coordinating meetings and handling inquiries.

● Work closely with Post-award Team Lead to ensure activities are managed smoothly. Monitor incoming communications forwarded to the Post Award mailbox with the Post award Team lead and distribute for action to assigned post award specialists. Update post award action log with actions and requests received; moving actions tagged as completed by the specialist into the annual completed sheet.

● Assist with the logistics of meetings, symposia, and research events, including room reservations, ordering food, and coordinating equipment needs.

● Review term lists, outreach to Faculty with awards that have term dates approaching to inquire if a no cost extension is needed and provide guidance on internal/external procedures to obtain extension;

● Upon review of overdue technical report list, determine if reports have been submitted and if not, coordinate communication and action through resolution;

● Assist Faculty/Administrators in obtaining information needed for Other Support documents;

● Assist with post award contractual duties, especially as they pertain to the review of terming clinical trial accounts.

● Assist in the preparation of presentations and submission of technical reports for sponsored projects.

● Serve as a back-up to other administrative staff as needed, including helping with travel coordination and administrative support for research events.

● Handle general office functions like photocopying, faxing, and mail distribution.

● Participate in Post Award, OSP team meetings and meetings as requested by OSP leadership.

● Participate in sponsor virtual webinars/conferences and other professional development opportunities to stay up to date on developments in the field, compliance requirements;

● Provide back-up support on post award grant submissions needed to the Post-Award team, particularly during times of staffing transition.

● 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.

Job Number:

2404637

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

Schedule

: Full-time

Shift

:Day Shift Shift Hours: 8:30 - 5:00

Salary: 60,000 - 70,000

Appointment Type: Regular

Salary Grade: E2

SBU Area:The Research Foundation for The State University of New York at Stony Brook

Stony Brook University

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