Grants & Contracts Specialist – Pre-Award Team

Stony Brook University

. Provide pre-award administrative assistance, guidance, and oversight for 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

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Demonstrates expertise in pre-award and post-award research administration, including proposal development, budgeting, and compliance with federal and state regulations. Proficient in using electronic systems for grant management and skilled in providing guidance and training to faculty and staff.

Highest-signal resume keywords

Sponsored Program AdministrationFederal Grant RegulationsProposal DevelopmentBudget AnalysisElectronic Pre-Award Systems

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Proposal ReviewBudget DevelopmentGrant Application ManagementRegulatory ComplianceCost Sharing ManagementNegotiation SkillsFunding AnalysisDocumentation AccuracyWorkflow ImprovementTraining Development

Soft Skills

Strong Communication SkillsCustomer Service OrientationOrganizational SkillsTime ManagementTeam Collaboration

Tools & Technologies

Grants.govNIH ASSISTNSF Research.govGrants SolutionsHuron ClickInfoEdCayuse

Industry Keywords

Research AdministrationFederal RegulationsNon-Profit ComplianceUniversity PoliciesGrant Management

About the role

Key responsibilities & impact

Provide pre-award administrative assistance, guidance, and oversight for faculty and administrators seeking external funding
Review and submit proposals accurately and on time according to laws, sponsor guidelines, and University policies
Ensure proposals, Just-in-Time materials, post-submission materials, and pre-award negotiations meet sponsor requirements and regulatory standards
Consult managerial staff regarding exceptions to University policy, including cost sharing, facilities, and administrative rates
Direct, train, and assist faculty and administrators with proposal development, budgeting, sponsor terms, and University procedures
Obtain required clearances and authorizations before submission
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 announcements, sponsor submission procedures, and electronic research processes
Maintain knowledge of laws, regulations, policies, and procedures 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
Train new pre-award staff and develop or present training materials
Participate in Huron Click Grants/MyResearch training
Attend grant administration workshops and conferences
Support OSP committees, website presence, and communications strategies
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
In lieu of a Bachelor’s degree, a combination of higher education and Research Administration experience equaling four (4) full-time years may be considered
Demonstrated knowledge of federal, state, and university/non-profit rules and regulations governing administrative aspects of grants and contracts
Comprehensive knowledge of federal grant and contract regulations, including Uniform Guidance, NIH, NSF, DOD, DOE, and USDA
Experience using electronic pre- and post-award systems such as Grants.gov, NIH ASSIST, NSF Research.gov, Grants Solutions, Huron Click, InfoEd, and Cayuse
Experience developing or analyzing grant budgets
Experience managing grant application processes
Experience interpreting and applying policies from multiple levels of authority
Customer service experience
Experience with Pre- and/or Post-Award Management in a government, non-profit, and/or academic setting
Experience effectively multitasking in a fast-paced, deadline-driven environment with a high degree of accuracy and organization
Strong organizational and time management skills with exceptional attention to detail
Ability to thrive in a busy, high-volume, deadline-driven work team environment
Strong communication skills and superior customer service orientation
Outstanding written, verbal, and interpersonal communication skills
Ability to work independently and in a team-based environment
Ability to interact collaboratively with a diverse constituent population
Ability to meet deadlines
U.S. citizen, lawful permanent resident, or other protected individual under 8 U.S.C. Sec. 1324b(a)(3)
Resume/CV and cover letter required
Must be able to work without employer sponsorship for a work visa

Benefits

Comp & perks

Hybrid, alternative workplace arrangements/telework may be eligible
Training through workshops and conferences geared toward honing grant administration skills
Full-time regular appointment
Inclusive learning and working environment
Disability-related accommodations available
Total rewards offered by SUNY Research Foundation