Project Staff Assistant

Stony Brook Eastern Long Island Hospital; Stony Brook (NY); On-site; USD 60,000 - 75,000; Full time

Job summary

The Research Foundation for The State University of New York at Stony Brook is seeking a Project Staff Assistant to provide comprehensive pre- and post-award grant administration, research compliance, and regulatory support for departmental research activities in Obstetrics and Gynecology.

The role includes managing grant applications, post-award processes, IRB submissions, and liaison work with investigators, sponsors, and institutional offices.

Qualifications

• Bachelor’s degree in Public Health, Health Administration, Biological Sciences, Research Administration, or related field.
• Three years of full-time experience in research administration or grant management.
• Experience with NIH, foundation funding mechanisms, and federal compliance.
• Proficiency with Microsoft Office (especially Excel/Word).
• Experience managing IRB submissions and regulatory compliance.

Responsibilities

• Provide pre- and post-award grant administration and regulatory support for departmental research activities.
• Manage funding applications, post-award processes, IRB submissions, and compliance.
• Coordinate internal routing and ensure regulatory requirements are met.
• Serve as liaison with grants/contracts office, sponsors, and collaborating departments.
• Manage post-award activities such as reporting, budget tracking, and effort monitoring.
• Assist faculty and trainees with research administration needs and timelines.
• Maintain grant records, deadlines, and shared resources.
• Coordinate IRB submissions and ensure HIPAA/GCP compliance.

Education

Bachelor's degree

Tools

Grants.gov

ASSIST

eRA Commons

ProposalCentral

Excel

Job description

Job Description - Project Staff Assistant (2603233)

Project Staff Assistant

Required Qualifications (as evidenced by an attached resume):

Bachelor’s degree (foreign equivalent or higher) in Public Health, Health Administration, Biological Sciences, Research Administration, or a related field. Three (3) years of full-time experience in research administration or grant management in an academic or healthcare research environment. Working knowledge of NIH, foundation funding mechanisms, and federal compliance requirements. Experience with grant submission platforms (e.g., Grants.gov, ASSIST, eRA Commons, ProposalCentral.com, institutional routing systems) and forms (e.g., SciENcv, NIH biosketch formats). Proficiency with Microsoft Office (especially Excel and Word). Experience managing IRB submissions, regulatory compliance activities, and clinical research operations in an academic medical center or healthcare research setting. Working knowledge of federal regulations related to human subject’s research, including IRB requirements, HIPAA compliance, and/or clinical trial SOPs.

Preferred Qualifications:

Master’s degree in public health, Business, Research Administration, or related field. Five (5) or more years of full-time experience in research administration or grant management in an academic or healthcare research environment . Grants’ management certification (e.g., GPC, GMCP, CGMS) by start date. Experience with OBGYN or Women’s Health Research. Familiarity with post-award management, effort reporting, and subcontract management. Experience supporting multi-investigator or multi-site grant applications. Experience with clinical trial oversight and management in an academic medical center or healthcare setting, including regulatory compliance and study operations.

Brief description of duties:

Provide comprehensive pre-and-post award grant administration, research compliance, and regulatory support for departmental research activities. Manage funding applications, post-award processes, IRB submissions, and compliance requirements while serving as a liaison between investigators, sponsors, and institutional offices to support the successful conduct of research programs. The ideal candidate will have strong budgeting, organizational, and project-management skills including high attention to detail. The ideal candidate will have Strong budgeting, organizational, and project-management skills including high attention to detail.

Duties:

Monitor and identify relevant federal, foundation, and industry funding opportunities for OBGYN faculty and research teams.

Support preparation of grant applications, including budget development, biosketches, facilities/other resources, and required documentation.

Coordinate internal routing and ensure compliance with institutional, sponsor, and regulatory requirements.

Serve as primary liaison with the institution’s grants and contracts office, sponsors, and collaborating departments.

Manage post-award activities such as reporting, budget tracking, effort monitoring, and award modifications.

Assist faculty and trainees with research administration needs, timelines, and best-practice guidance.

Maintain organized grant records, deadlines, and shared resources for the department.

Human Subjects Research Regulatory Compliance

Coordinate and support Institutional Review Board (IRB) submissions, including initial applications, amendments, continuing reviews, reportable events, study closures, and related regulatory documentation.

Ensure research projects maintain compliance with IRB, HIPAA, Good Clinical Practice (GCP), institutional policies, and applicable federal regulations governing human subjects’ research.

Serve as a liaison between investigators, the IRB office, compliance offices, and study teams to facilitate timely regulatory approvals and renewals.

Maintain regulatory binders, approval records, consent documents, and study-related compliance documentation to support audits and monitoring activities.

Track regulatory deadlines and provide investigators with proactive guidance regarding IRB submissions, approvals, and reporting requirements.

Advance OBGYN Research mission

Identify, research and analyze issues within Research Division operations for senior leadership and Department Chair

Work with staff to publicize and disseminate research findings

Build cross-departmental collaborations to advance interdisciplinary research

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.
For this position, we are unable to sponsor candidates for work visas.
Resume/CV and cover letter should be included with the online application.
Stony Brook University is committed to excellence in diversity and 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.
If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at [phone] or visit OEA.
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SUNY Research Foundation: A Great Place to Work.
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.

Job Number:

2603233

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Obstetrics and Gynecology

Schedule

Full-time

Shift

Day Shift Shift Hours : 8:30a - 5p

Posting Start Date

Sep 30, 2026

Posting End Date

Oct 15, 2026, 3:59:00 AM

Appointment Type : Regular

Salary Grade : E99

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