Subaward Analyst

Stony Brook University; Stony Brook (NY); On-site; USD 70,000 - 90,000; Full time

Job summary

Stony Brook University seeks a Subaward Analyst to oversee the full life-cycle fiscal management of outgoing subawards and contracts charged to sponsor-funded grants. You will be the primary liaison for Principal Investigators and ensure accurate budgeting, execution, and cost recovery in collaboration with The Research Foundation for SUNY.

The role requires strong analytical skills, attention to detail, and the ability to work independently within a team, ensuring compliance with all applicable

Qualifications

• Bachelor’s degree (foreign equivalents or higher) required.
• 1 year of full-time experience providing administrative support to contract and/or grant activities.
• Experience with Microsoft Office Suite and/or Google Workspace.

Responsibilities

• Manage full life-cycle fiscal management of outgoing subawards and contracts charged to sponsor-funded grants.
• Serve as primary contact for Principal Investigators issuing subawards and budgeting costs.
• Ensure compliance with Federal, sponsor and RF guidelines including audit readiness and cost certification.
• Monitor expenditures and assist with budget modifications and subaward close-out and final reconciliation.

Skills

Administrative support

Grant administration

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Google Workspace

Job description

Job Description - Subaward Analyst (2602708)

Subaward Analyst

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher). In lieu of a Bachelor’s degree, a combination of higher education and administrative grant experience totaling four (4) years may be considered. One (1) year of full-time experience providing administrative support to contract and/or grant activities. Experience with Microsoft Office Suite and/or Google Workspace.

Preferred Qualifications:
Bachelor’s degree (foreign equivalent or higher) in a business-related field. Experience with subaward, subcontract and/or grants administration procedures. Experience with grant management databases (e.g. Oracle, Huron Click, etc.). Research administration experience at a university or academic medical center. Experience in sponsored research contract and post-award management.

Brief Description of Duties:
The Subaward Analyst is responsible for the full life-cycle fiscal management of all outgoing subawards and contracts that charge to sponsor funded grant and contract awards. As the primary contact for Principal Investigators who execute and require subawards, within their specific sponsored awards, this position ensures the successful execution, budgeting and costs charged to all outgoing agreements on behalf of Principal Investigators, and The Research Foundation for SUNY. This will support the campus status as a recipient of federal and private research funding. Subaward activity is highly scrutinized by federal agencies and audit processes.
This requires a comprehensive understanding of all Federal, Sponsor and Research Foundation guidelines, adhering to specific award terms and conditions, sponsor restrictions, campus policies for subaward agreements and specifically the necessary risk assessment tracking as well as all aspects of full life-cycle status of all outgoing subawards. Having strategic and analytical thinking skills with an ability to make effective risk assessment decisions and the ability to be responsible for all aspects of the payments, budgeting, execution of amendments and agreement modifications, as well as the close out and final reconciliation of cost for the full suite of subawards is essential.
The successful incumbent must have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving and the ability to interact with individuals at various levels within an institution.

• Overall Subaward Management:
  • Ensure the proper management of outgoing expenditures in support of subaward activity during the agreement life cycle through to award termination and close out, as well as provides an analysis and certification of final cost to the prime award.
  • Ensure strict compliance with all applicable federal; Uniform Guidance terms and conditions of both the prime funded award and all invoices and costs reported to include supporting documentation as required by private and state agencies and certification of all cost shared costs as provided from subawardees.
  • Manage proper execution of the subaward financial relationship with SBU and the RF to ensure compliance with OMB Uniform Guidance 2 CFR and Compliance supplement audit guidelines.
  • Manage subcontract budgets, subrecipient’s invoices and obtain authorization from Principal Investigator. Confirms compliance with PI’s and executes payments to subawardees.
  • Request supporting documentation from subawardees for flow through audit compliance and readiness for federal audit. Ensure compliance with federal audit compliance by subawardees annually and in keeping with contract terms and conditions. This can include consulting with subawardees to request proof of charges, evidence of audit compliance and negotiation of all disallowed costs.
  • Monitor monthly expenditure reports to ensure the healthy fiscal condition of subaward accounts to protect SBU and the Research Foundation from sponsor disallowances and initiates any necessary corrective action.
  • Analyze sponsored awards for the execution of potential budget modifications for continued award management.
  • Consult with PI as award close out period approaches to ensure timely reporting and close out of subaward final costs and certification of life of award cost.
  • Coordinate necessary actions with respect to any prime award audit request and to ensure subawardee audit compliance.
  • Analyze recovery of campus Facilities and Administrative charges by subawardees throughout the life of the award cycle to ensure cost compliance.
• Liaise with new Principal Investigators and facilitate the introduction of the subaward processes to PI’s and their staff upon the establishment of a new subaward to familiarize them with the Research Foundation business system, invoice submission, approvals and payments in keeping with all policies and sponsored award expenditure procedures.
• Outreach and Professional Development:
  • Participate, as appropriate, in internal and external professional activities, such as committee member, search chair, meeting or conference presenter, staying abreast of emerging developments within the fields. Participate in internal control development by researching and co-authoring subaward expenditure transaction standard operational procedures. This position requires continual self-education on Research Foundation for SUNY policy and procedures, sponsor guidelines and federal regulations such as the OMB’s Uniform Guidance, attends meetings in support of campus process improvement, and participates in professional development opportunities to maintain current understanding of all federal, state and RF Policy Standards and may include training new staff members.
• 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. This is a full-time appointment. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

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

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.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here .

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:

2602708

Official Job Title : Sponsored Programs Assistant II

Job Field

Administrative & Professional (non-Clinical)

Primary Location

Department/Hiring Area : Office of Grants Management

Schedule

Full-time

Shift

Day Shift

Shift Hours

8:30 a.m. - 5:00 p.m.

Posting Start Date

Sep 10, 2026

Posting End Date

Oct 11, 2026, 3:59:00 AM

Appointment Type : Regular

Salary Grade : E2

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