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 administration, including proposal preparation, regulatory compliance, and budget development. Proficient in managing grant application processes and collaborating with diverse stakeholders in a fast-paced environment.

Highest-signal resume keywords

Sponsored Program AdministrationFederal Grant RegulationsProposal DevelopmentBudget AnalysisRegulatory Compliance

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Proposal PreparationBudget DevelopmentGrants AdministrationGrant Application ManagementRegulatory ComplianceFederal Contract RegulationsJust-in-Time MaterialsNegotiation SkillsFunding AnalysisCost-Sharing Management

Soft Skills

Organizational SkillsTime ManagementCommunication SkillsAttention to DetailCollaboration

Tools & Technologies

Grants.govNIH ASSISTNSF Research.govGrants SolutionsHuron ClickInfoEdCayuse

Industry Keywords

Federal RegulationsState RegulationsUniversity PoliciesNon-Profit RulesResearch Administration

About the role

Key responsibilities & impact

Provide pre-award administrative assistance, guidance, and oversight for faculty and administrators seeking external funding
Prepare, review, and submit proposals accurately and on time according to sponsor requirements, laws, regulations, and University policies
Serve as primary expertise source for proposals, Just-in-Time materials, post-submission materials, and pre-award negotiations
Ensure regulatory compliance and consult management regarding exceptions to University policy
Train and assist faculty and administrators with proposal development, budgets, 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 and sponsor submission procedures
Monitor changes to laws, regulations, and grants administration policies
Act as liaison between Principal Investigators, sponsors, University offices, and other officials
Administer institutional grant transfers and coordinate equipment transfers when applicable
Guide development of project budgets, including fringe benefits, facilities/administrative costs, and Just-in-Time budgets
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 workshops and conferences related to grant administration and proposal requirements
Support OSP committees, communications, website presence, and communication 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, in lieu of a Bachelor’s degree, a combination of higher education and Research Administration experience totaling four (4) full-time years
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
Must be a U.S. citizen, lawful permanent resident, or other protected individual under 8 U.S.C. Sec. 1324b(a)(3)
Ability to work in a fast-paced, deadline-driven environment with accuracy and organization
Strong organizational, time-management, communication, prioritization, and attention-to-detail skills
Ability to work independently and collaboratively with diverse constituents
Experience using electronic pre- and post-award systems such as 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 interpreting and applying federal, state, and institutional policies preferred
Customer service experience preferred
Experience with pre- and/or post-award management in government, non-profit, and/or academic settings preferred
Resume/CV and cover letter required
Unable to sponsor candidates for work visas

Benefits

Comp & perks

Remote/hybrid eligible
Hybrid, alternative workplace arrangements/telework may be available
Full-time regular appointment
Training opportunities through workshops and conferences
Inclusive learning and working environment
Disability-related accommodations available