Grants & Contracts Specialist – Pre-Award Team

Stony Brook University

. Provide pre-award administrative assistance, guidance, and oversight to faculty and administrators seeking external funding .

Posted 10/9/2026full-timeRemote • New York • United StatesJuniorMid-Level💰 $80,000 - $87,000 per yearWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates expertise in pre-award administration, including proposal development, budgeting, and compliance with federal and state regulations. Proficient in managing grant application processes and providing training and support to faculty and administrators.

Highest-signal resume keywords

Sponsored Program AdministrationFederal Grant RegulationsProposal DevelopmentBudget ManagementRegulatory Compliance

ATS Keywords

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Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard Skills

Proposal PreparationBudget DevelopmentGrant Application ManagementRegulatory InterpretationFunding Opportunity Analysis

Soft Skills

Organizational SkillsTime ManagementAttention to DetailCommunication SkillsCustomer Service Orientation

Tools & Technologies

Grants.govNIH ASSISTNSF Research.govHuron ClickInfoEd

Industry Keywords

Grants AdministrationResearch AdministrationUniversity PoliciesNon-Profit RegulationsCompliance Standards

About the role

Key responsibilities & impact

Provide pre-award administrative assistance, guidance, and oversight to faculty and administrators seeking external funding
Prepare, review, and timely submit sponsored project proposals according to deadlines, sponsor requirements, laws, and University policies
Serve as the primary source of expertise for proposals, Just-in-Time submissions, post-submission materials, and pre-award negotiations
Ensure regulatory compliance and consult managerial staff regarding exceptions to University policy
Train and assist faculty and administrators with proposal development, budgeting, sponsor terms, and University policies
Obtain required clearances and authorizations, including training mandates and disclosures
Review solicitation and award terms and collaborate on negotiations for complex and non-standard proposals
Facilitate agreements, including subcontracts, clinical trials, and state agreements
Analyze funding opportunity announcements and sponsor electronic submission procedures
Keep current with laws, regulations, and policies governing grants and cooperative agreements
Serve as liaison between Principal Investigators and sponsors and represent the University in authorized negotiations
Administer institutional grant transfers and coordinate with incoming faculty and campus offices
Guide development of project budgets, including Just-in-Time budgets, fringe benefits, and facilities/administrative costs
Manage institutional cost-sharing and matching costs with accurate proposal documentation
Determine whether proposals require Stony Brook Foundation or Research Foundation submission
Contribute to workflow, business process, and policy improvements
Assist with training new pre-award staff and develop or present training materials
Serve on the campus team training users of the Huron Click Grants/MyResearch module
Attend grant administration workshops and conferences
Support OSP communications, website, and committee initiatives
Provide backup administrative support to team members
Perform other assigned duties

Requirements

What you’ll need

Bachelor’s degree (foreign equivalent or higher) and a minimum of two (2) years of full-time Sponsored Program/Research Administration experience, or four (4) full-time years combining higher education and Research Administration experience in lieu of a Bachelor’s degree
Demonstrated knowledge of federal, state, and university/non-profit rules and regulations governing grants and contracts administration
Comprehensive knowledge of federal grant and contract regulations, including Uniform Guidance, NIH, NSF, DOD, DOE, and USDA
Ability to interpret and apply policies from multiple levels of authority
Experience effectively multi-tasking in a fast-paced, deadline-driven environment with a high degree of accuracy and organization
Strong organizational, time management, prioritization, and attention-to-detail skills
Strong written, verbal, interpersonal, and general communication skills
Superior customer service orientation
Ability to work independently and in a team-based environment
U.S. citizen, lawful permanent resident, or other protected individual under 8 U.S.C. Sec. 1324b(a)(3), due to U.S. Export Control laws
Unable to sponsor candidates for work visas
Resume/CV and cover letter required
Preferred: experience with Grants.gov, NIH ASSIST, NSF Research.gov, Grants Solutions, Huron Click, InfoEd, or Cayuse
Preferred: experience developing or analyzing grant budgets
Preferred: experience managing grant application processes
Preferred: experience with pre- and/or post-award management in government, non-profit, or academic settings

Benefits

Comp & perks

Hybrid, alternative workplace arrangements/telework may be available
Full-time appointment
Training and professional development through workshops and conferences
Inclusive learning and working environment
Disability-related workplace accommodations available
Total rewards offered by SUNY Research Foundation