Grants Administrator - Pre Award

SRA International; New York (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

The Research Foundation of the City University of New York is seeking a Mid-level Pre-Award Grants Administrator to lead pre-award administration within the Grants and Sponsored Programs Office. You will collaborate with Principal Investigators from opportunity identification through submission, ensuring timely, compliant proposals.

Responsibilities include budgeting, internal approvals, and just-in-time requests, with limited post-award involvement for setup and handoff to post-award teams.

Qualifications

• Strong working knowledge of pre-award sponsored programs and research administration.
• Ability to interpret sponsor requirements and translate them into guidance.
• Understanding of research compliance regulations and institutional policies.
• Proficiency in reviewing solicitations, budgets, and award terms.

Responsibilities

• Assist investigators in identifying funding opportunities aligned with goals from federal, state, and private sponsors.
• Analyze solicitations and sponsor policies to confirm eligibility and deadlines.
• Lead the preparation and review of proposal packages and internal approvals.
• Manage electronic routing and submission through Cayuse and sponsor portals.
• Coordinate award acceptance and initial setup, including budgets and approvals.
• Guide PIs through initial RF-CUNY account setup and sponsor requirements.
• Resolve transition items and maintain organized award handoff files.
• Maintain records and track proposals, approvals, submissions, and actions.
• Prepare reports for leadership and contribute to pre-award outreach and training.
• Perform other related duties with emphasis on pre-award functions.

Skills

Pre-award administration

Proposal submission

Budget review

Compliance guidance

Project management

Communication

Records management

Tools

Cayuse

Grants.gov

Microsoft Excel

Job description

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.

Equal Employment Opportunity Statement

The Research Foundation of the City University of New York 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.