Grants and Contracts Specialist

Stony Brook University; Stony Brook (NY); On-site; USD 76,000 - 98,000; Full time

Job summary

Stony Brook University’s Renaissance School of Medicine seeks a Grants & Contracts Specialist to coordinate pre-award sponsored research proposals, working with faculty, departmental administrators, and central offices to ensure timely, accurate submissions.

This on-site, full-time role requires strong organizational and analytical skills, with experience in federal and non-federal funding rules, proposal budgets, and sponsor systems such as Grants.gov and NIH ASSIST.

Qualifications

• Three (3) years of full-time experience in pre-award sponsored research administration, including preparation, coordination, and submission of federal and/or non-federal research proposals.
• Experience developing and reviewing proposal budgets, interpreting sponsor guidelines, and independently managing multiple proposals with competing deadlines.
• Working knowledge of federal grant and contract regulations (e.g. Uniform Guidance, NIH, NSF, ARPA-H, DoD, DOE) and non-federal funding requirements.
• Experience with electronic research administration and/or proposal submission systems.

Responsibilities

• Independently coordinate and manage the administrative components of federal and non-federal sponsored research proposals, ensuring compliance with sponsor guidelines, institutional policies, and submission deadlines.
• Manage multiple concurrent proposals in a high-volume, deadline-driven environment, effectively prioritizing competing requests and coordinating submission deadlines.
• Work closely with principal investigators (PIs), faculty, and departmental administrators throughout the proposal development and submission process.
• Develop and review detailed proposal budgets and budget justifications, including personnel costs, fringe benefits, indirect costs, cost sharing, subawards, and other project expenses.
• Review funding opportunity announcements and interpret sponsor requirements, eligibility criteria, budget limitations, and submission instructions.
• Coordinate the internal proposal routing and approval process through myResearch, ensuring timely completion of required documentation and institutional approvals.
• Prepare, review, and populate required administrative components in sponsor submission systems, including Grants.gov, NIH, ASSIST, NSF, Research.gov, and other federal and non-federal sponsor portals.
• Review proposal materials for completeness, accuracy, and compliance with applicable sponsor and University requirements.
• Serve as a liaison between faculty, departmental administrators, and the Office of Sponsored Programs to facilitate proposal review, resolve administrative issues, and support timely submissions.
• Provide guidance to faculty and research teams regarding sponsor requirements, University policies, proposal budgets, and institutional submission procedures.
• Coordinate Just-in-Time (JIT) requests, including collecting, reviewing, and compiling required documentation.
• Assist new faculty hires with the transfer of existing sponsored research awards and coordinate with appropriate University offices to support a smooth transition.
• Provide administrative support for post-award activities, including award modifications, no-cost extensions, budget revisions, personnel changes, and progress reports.
• Support graduate students, MD/PhD students, and postdoctoral fellows with fellowship proposal preparation and submission, including sponsor account set-up, application coordination, and compliance with institutional and sponsor requirements.
• Monitor proposal progress, identify potential administrative or compliance issues, and proactively communicate with faculty and appropriate University offices to facilitate resolution.

Education

Bachelor's degree

Job description

Qualifications

Required Qualifications

Bachelor's degree (foreign equivalent or higher). Three (3) years of full-time experience in pre-award sponsored research administration, including but not limited to; the preparation, coordination, and submission of federal and/or non-federal research proposals. Experience developing and reviewing proposal budgets, interpreting sponsor guidelines, and independently managing multiple proposals with competing deadlines. Working knowledge of federal grant and contract regulations (e.g. Uniform Guidance, NIH, NSF, ARPA-H, DoD, DOE) and non-federal funding requirements. Experience with electronic research administration and/or proposal submission systems.

Preferred Qualifications

Certified Research Administrator (CRA) or comparable certification. Five (5) or more years of full-time experience in pre-award sponsored research administration. Experience independently managing a high-volume portfolio of sponsored research proposals. Experience working within higher education, particularly in a central or departmental research administration office at a research-intensive university or academic medical center. Experience with post-award research administration, including award modifications, no-cost extensions, progress reports, and other award management activities. Experience with electronic research administration systems (e.g. Grants.gov, NIH, eRA Commons and ASSIST, NSF Research.gov, Huron Click/myResearch).

Brief Description Of Duties

The Grants & Contracts Specialist (CGS) will be part of the Office of Scientific Affairs within the Renaissance School of Medicine at Stony Brook University. This is a full-time, on-site position based at the Renaissance School of Medicine in Stony Brook, NY. The incumbent will work closely with faculty, departmental administrators, and central university offices, including the Office of Sponsored Programs, to coordinate and manage the development and submission of proposals for externally sponsored research. The position focuses primarily on pre-award research administration, with some responsibility for post-award activities. The incumbent will support a high-volume portfolio of sponsored research proposals, with activity fluctuating throughout the year based on sponsor deadlines and submission cycles. The successful candidate must demonstrate the ability to independently manage multiple concurrent proposals and competing deadlines while ensuring timely, accurate, and compliant submissions. This role requires adaptability and flexibility to accommodate changes in sponsor guidelines, institutional policies, and submission requirements. The incumbent must be able to work independently and collaboratively, exercise sound judgement, and effectively communicate with faculty, administrators, and other stakeholders. Strong organizational, analytical, problem-solving, and time-management skills are essential, along with attention to detail and a proactive, solutions-oriented approach.

Duties and Responsibilities

Duties

• Independently coordinate and manage the administrative components of federal and non-federal sponsored research proposals, ensuring compliance with sponsor guidelines, institutional policies, and submission deadlines.
• Manage multiple concurrent proposals in a high-volume, deadline-driven environment, effectively prioritizing competing requests and coordinating submission deadlines.
• Work closely with principal investigators (PIs), faculty, and departmental administrators throughout the proposal development and submission process.
• Develop and review detailed proposal budgets and budget justifications, including personnel costs, fringe benefits, indirect costs, cost sharing, subawards, and other project expenses.
• Review funding opportunity announcements and interpret sponsor requirements, eligibility criteria, budget limitations, and submission instructions.
• Coordinate the internal proposal routing and approval process through myResearch, ensuring timely completion of required documentation and institutional approvals.
• Prepare, review, and populate required administrative components in sponsor submission systems, including Grants.gov, NIH, ASSIST, NSF, Research.gov, and other federal and non-federal sponsor portals.
• Review proposal materials for completeness, accuracy, and compliance with applicable sponsor and University requirements.
• Serve as a liaison between faculty, departmental administrators, and the Office of Sponsored Programs to facilitate proposal review, resolve administrative issues, and support timely submissions.
• Provide guidance to faculty and research teams regarding sponsor requirements, University policies, proposal budgets, and institutional submission procedures.
• Coordinate Just-in-Time (JIT) requests, including collecting, reviewing, and compiling required documentation.
• Assist new faculty hires with the transfer of existing sponsored research awards and coordinate with appropriate University offices to support a smooth transition.
• Provide administrative support for post-award activities, including award modifications, no-cost extensions, budget revisions, personnel changes, and progress reports.
• Support graduate students, MD/PhD students, and postdoctoral fellows with fellowship proposal preparation and submission, including sponsor account set-up, application coordination, and compliance with institutional and sponsor requirements.
• Monitor proposal progress, identify potential administrative or compliance issues, and proactively communicate with faculty and appropriate University offices to facilitate resolution.

Departmental Research Administration Support

• Serve as back-up support for departmental research administrators performing pre-award and post-award activities.
• Provide assistance to departments experiencing increased proposal activity or limited administrative coverage, as needed.
• Coordinate with faculty, departmental administrators, and central offices to ensure continuity of sponsored research administration services.

Dean's Office Proposal Compliance Review

• Serve as secondary backup for Dean's Office compliance reviews of sponsored research proposals routed through the Renaissance School of Medicine.
• Review proposal documentation for compliance with institutional policies and applicable sponsor requirements.
• Assist with the review of faculty effort commitments, cost-sharing, clinical offset, agreements, and VA joint appointment Memoranda of Understanding (MOUs).
• Identify discrepancies of compliance concerns and coordinate with appropriate University offices to facilitate resolution.

Research Funding Opportunities

• Identify research funding opportunities through federal and non-federal sponsor websites, including NIH, NSF, foundations, and other funding organizations.
• Share relevant funding opportunities with faculty and departments based on research interests and funding policies.
• Provide guidance regarding funding opportunity announcements, eligibility requirements, and application procedures.

Special Notes

Perform other duties or special projects as assigned

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.

The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

Essential Position

This has been designated as an essential position based on the duties of the job and the functions performed. Positions that are designated as such may be required to report to work/remain at work even if classes are canceled, and the campus is working on limited operations in an emergency.

For this position, we are unable to sponsor candidates for work visas.

Stony Brook University is committed to excellence in the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status, and all other protected classes under federal or state laws.

Stony Brook University is dedicated to providing equal employment opportunities to all applicants, including individuals with disabilities. If you require a reasonable accommodation to participate in the application, interview, or hiring process, please request one by contacting [e-mail] . We will consider accommodation requests in compliance with applicable laws. This process is independent and does not require any voluntary self-identification of disability status. Please include the position title and position number (if known) in your message

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The starting salary range (or hiring range) to be offered for this position is noted below, it represents SBU’s good faith and reasonable estimate of the range of possible compensation at the time of posting.

$76,000-$98,000

Official Job TitleProject Staff Assistant
Job FieldAdministrative & Professional (non-Clinical)
Primary LocationUS-NY-Stony Brook
Department/Hiring AreaOffice Of Dean, Medicine
ScheduleFull-time
Posting Start DateNov 9, 2026
Posting End DateDec 9, 2026, 11:59:00 PM
Salary$76,000-$98,000
Appointment TypeRegular
Salary GradeE99
SBU AreaThe Research Foundation for The State University of New York at Stony Brook