Grants & Contracts Specialist – Pre-Award Team

Stony Brook University

. Provide pre-award administrative assistance, guidance, and oversight for faculty and administrators seeking external research and sponsored-project funding .

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

Core Competencies

Role fit

Core Competencies

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Demonstrates expertise in pre-award research administration, including proposal preparation, compliance with federal regulations, and budget management. Proficient in collaborating with diverse stakeholders and providing training and guidance on grant processes and policies.

Highest-signal resume keywords

Sponsored Program AdministrationFederal Grant RegulationsProposal DevelopmentBudget ManagementCompliance Standards

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Proposal PreparationBudget DevelopmentRegulatory ComplianceGrant Application ProcessesFunding Opportunity AnalysisCost Sharing ManagementNegotiation SkillsInstitutional PoliciesResearch AdministrationGrant Management

Soft Skills

Organizational SkillsTime ManagementAttention to DetailCommunication SkillsInterpersonal Skills

Tools & Technologies

Grants.govNIH ASSISTNSF Research.govHuron ClickInfoEdCayuse

Industry Keywords

Federal RegulationsUniform GuidanceNon-Profit GrantsAcademic GrantsResearch Funding

About the role

Key responsibilities & impact

Provide pre-award administrative assistance, guidance, and oversight for faculty and administrators seeking external research and sponsored-project funding
Prepare, review, and submit proposals accurately and on time according to sponsor requirements, laws, and University policies
Ensure proposals, Just-in-Time materials, post-submission materials, and pre-award negotiations meet sponsor requirements and regulatory compliance standards
Consult managerial staff regarding exceptions to University policy, including cost sharing, facilities, and administrative rates
Train and assist faculty and administrators with proposal development, budgeting, sponsor terms, and University policies
Obtain required clearances and authorizations before submission, including training mandates and disclosures
Review solicitation and award terms; collaborate on negotiations for complex and non-standard proposals
Facilitate agreements, including subcontracts, clinical trials, and state agreements
Analyze funding opportunity announcements, sponsor submission procedures, and electronic research processes
Monitor changes to laws, regulations, and internal and external policies governing grants and cooperative agreements
Serve as liaison between Principal Investigators, sponsors, the University, and other campus offices
Administer institutional grant transfers and coordinate equipment-transfer matters
Guide development and revision 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
Support Huron Click Grants/MyResearch training
Attend grant administration workshops and conferences
Contribute to OSP committees, website presence, and communications strategies
Provide backup administrative support and 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 a combination of higher education and Research Administration experience totaling four (4) full-time years in lieu of a Bachelor’s degree
Comprehensive knowledge of federal grant and contract regulations, including Uniform Guidance, NIH, NSF, DOD, DOE, and USDA
Demonstrated knowledge of federal, state, and university/non-profit rules and regulations governing grants and contracts
Experience effectively multitasking in a fast-paced, deadline-driven environment with high accuracy and organization
Strong organizational, time management, attention to detail, communication, written, verbal, and interpersonal skills
Ability to work independently and collaboratively in a team-based environment
Ability to interact collaboratively with a diverse constituent population and meet deadlines
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 and managing grant application processes
Preferred: experience interpreting federal, state, and institutional policies
Preferred: customer service experience
Preferred: pre- and/or post-award management experience in government, non-profit, or academic settings

Benefits

Comp & perks

Remote/hybrid eligible; hybrid, alternative workplace arrangements/telework may be available
Full-time regular appointment
Training, workshops, and conferences to hone grant administration skills
Inclusive learning and working environment
Disability-related workplace accommodations available
Total rewards offered by SUNY Research Foundation (details referenced via the WHY WORK HERE page)