Grants Administrator - Pre Award

RFCUNY Research Foundation of the City University of New York; New York (NY); On-site; USD 50,000 - 65,000; Full time

Benefits offered by this job

RFCUNY Benefits and Accruals

Job summary

RFCUNY's Grants and Sponsored Programs Office at The City College of New York seeks a Pre-Award Grants Administrator to lead pre-award administration with Principal Investigators, from identifying funding opportunities through proposal submission and limited post-award handoff.

You will manage budgets, ensure compliance with sponsor requirements, coordinate Cayuse submissions, and support award setup, maintaining organized records and collaborating with RF-CUNY units and sponsors.

Qualifications

• A Bachelor's degree in a relevant field is required.
• Experience in pre-award administration and proposal submission is preferred.
• Familiarity with Cayuse and sponsor portals (Grants.gov) is expected.
• Strong organizational, analytical, and written/verbal communication skills.

Responsibilities

• Lead pre-award administration from opportunity identification to submission.
• Prepare budgets and budget justifications; coordinate internal approvals.
• Manage award transition activities including setup and documentation.
• Maintain organized handoff to post-award staff and ensure compliance.

Skills

Pre-award administration

Proposal submission

Budgeting

Communication

Education

Bachelor's degree

Tools

Cayuse

Grants.gov

Microsoft Excel

Job description

Thank you for considering a career with the Research Foundation of The City University of New York (RFCUNY). The team at RFCUNY is made up of dedicated, talented professionals committed to providing the services that allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries. We are pleased that you are interested in exploring opportunities to join RFCUNY.

Primary Location

The CITY COLLEGE of NEW YORK

Bargaining Unit

No

About Us

The Grants and Sponsored Programs (GSP) Office at CCNY, under the Office of the Provost, provides professional guidance and administrative support for all sponsored research activities. Our mission is to enhance grant preparation and submission experiences, streamline services, and ensure compliance with federal, state, and institutional research policies.

Position Overview

The Pre-Award Grants Administrator is a mid-level role that leads pre-award administration within the GSP. Reporting to the Director of GSP, the Pre-Award Grants Administrator partners with Principal Investigators (PIs) from funding opportunity identification through complete, accurate, compliant, and timely proposal submission. The role provides limited post-award support focused on award acceptance, initial account setup, and an organized handoff to the post-award team. Ongoing fiscal and award management remain with the appropriate post-award functions.

Key Responsibilities

Pre-Award Administration: Assist investigators in identifying funding opportunities aligned with their research, scholarly, and programmatic goals from federal, state, CUNY, foundation, corporate, and other private sponsors. Analyze solicitations and sponsor policies to confirm eligibility, map requirements and deadlines, and advise on submission strategy, budget limits, cost sharing, and compliance considerations. Lead the preparation and review of proposal packages, including budgets and budget justifications, sponsor and institutional forms, subrecipient commitments, and other administrative documents; coordinate required internal approvals. Manage electronic routing and submission through Cayuse and sponsor portals, perform final quality-control reviews, and coordinate pre-award follow-up, including just-in-time requests and revised budgets.

Award Transition and Limited Post-Award Support: Coordinate award acceptance and setup documentation, including sponsor notices, revised budgets, and required institutional approvals. Guide PIs through initial RF-CUNY account setup and sponsor requirements, and clarify post-award roles, contacts, and next steps. Resolve limited transition items, such as initial budget clarification, cost-sharing setup, or outstanding administrative documentation. Maintain an organized award handoff file and facilitate communication among PIs, GSP post-award staff, RF-CUNY, relevant institutional offices, sponsors, and subrecipients.

General Duties

Maintain complete records and track proposals, approvals, submissions, and pending actions in institutional systems. Prepare reports and updates for leadership and stakeholders, and contribute to pre-award outreach, guidance, and training. Perform other related duties as assigned, with primary emphasis on pre-award functions.

Core Competencies

Strong working knowledge of pre-award sponsored programs and research administration. Ability to interpret federal, state, CUNY, foundation, and corporate sponsor requirements and translate them into clear proposal-development guidance. Understanding of research compliance regulations, assurances, and institutional policies. Proficiency in reviewing solicitations, proposals, budgets, subrecipient documentation, and award terms for potential issues. Excellent project-management, organizational, time-management, and quality-control skills, with the ability to manage competing deadlines. Strong written and verbal communication skills and the ability to collaborate effectively with faculty, administrators, sponsors, and external partners. Proficiency with office technology, sponsor submission systems, and tools used to track proposal activity and deadlines.

Preferred Qualifications

Progressively responsible experience in pre-award administration and proposal submission; experience supporting award setup and handoff is preferred. Knowledge of Cayuse, Grants.gov, and other sponsor portals, with advanced proficiency in Microsoft Excel. Familiarity with legal requirements and institutional policies related to research compliance, including human subjects, biosafety, animal care and use, conflicts of interest, and export controls. Bachelor's degree required.

Pay Range

$50,000 - $65,000

RFCUNY Benefits

RFCUNY Employee Benefits and Accruals

Equal Employment Opportunity Statement

The Research Foundation of the City University of New York (RFCUNY) is an Equal Opportunity/Affirmative Action/Americans with Disabilities Act/E-Verify Employer.

It is the policy of the Research Foundation of CUNY to provide equal employment opportunities free of discrimination based on race, color, age, religion, sex, pregnancy, childbirth, national origin, disability, marital status, veteran status, sexual orientation, gender identity, genetic information, marital status, domestic violence victim status, arrest record, criminal conviction history, or any other protected characteristic under applicable law.

The Research Foundation of The City University of New York (RFCUNY) is a nonprofit educational corporation founded in 1963 to provide post-award fiscal and administrative support for CUNY’s research and sponsored programs. RFCUNY’s services allow CUNY researchers, faculty, and staff to focus on their intellectual curiosity and scientific discoveries, on projects and programs that serve our local and global communities, proposing concrete solutions to society’s most pressing challenges. RFCUNY serves as a fiscal agent and works closely with all the CUNY campus Grants Offices to perform the core functions of post-award financial management for CUNY research projects and sponsored programs. These functions include legal assessment and signing of agreements where RFCUNY is named as a fiscal agent; setting up award accounts; preparing sub-awards and assisting PIs in monitoring the work of the recipients of sub-awards; supporting project directors with hiring and managing research project and sponsored program staff; supporting the purchasing and paying for goods and services with grant and program funds; managing financial aspects of projects including accounts receivable, financial reporting, invoicing, budget monitoring, and cost compliance with uniform guidance; ensuring that sponsor financial requirements are met; monitoring compliance with applicable project and financial management rules and laws; supporting the management of independent and external audits and financial reviews; and providing data, information, management expertise, and other supports to CUNY’s research and sponsored programs.