Sponsored Programs Administrative and Post-Award Coordinator

Stony Brook University; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Stony Brook University seeks a Sponsored Programs Administrative and Post-Award Coordinator to support post-award and contracts teams. You will assist with award management, sponsor compliance, reporting, and internal communications.

The role requires a Bachelor's degree or equivalent experience, proficiency with MS Office and grant systems, and strong organizational and communication skills to work with faculty and researchers in a fast-paced environment.

Qualifications

• Bachelor's degree or higher; 1 year of full-time office/administrative support in finance or grants preferred.
• Experience with pre-award and post-award processes, budget prep, award management and compliance.
• Proficiency with Microsoft Office, Adobe PDFs, Google Drive, and related software.

Responsibilities

• Review incoming pre and post award documents for sponsor compliance and university standards.
• Assist faculty and researchers with pre/post award tasks and meetings.
• Coordinate with the Pre & Post Award Team Lead to ensure smooth activity flow.

Skills

Communication

Time management

Organizational skills

Problem solving

Education

Bachelor's degree

Tools

Grants.gov

eRA Commons

InfoEd

Cayuse

Zoom

Job description

Sponsored Programs Administrative and Post-Award Coordinator

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. Experience working with 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. Experience working with 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 (i.e. Zoom). Calendar and email management experience.

Brief Description of Duties:

The Sponsored Programs Administrative and Post-Award Coordinator 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.

Administrative and Contracts Support

• Assist with reviewing incoming pre & post award documents, ensuring they meet basic university standards and sponsor requirements.


• Aid faculty and researchers in managing pre& post-award processes, including coordinating meetings and handling inquiries.


• Work closely with Pre & Post Award Team Lead to ensure activities are managed smoothly.


• Monitor incoming communications forwarded to the incoming Award mailbox with the Pre & 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 the 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 sponsored virtual webinars/conferences and other professional development opportunities to stay up to d