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 development, budgeting, and compliance with federal grant regulations. Proficient in managing grant application processes and collaborating with diverse stakeholders to ensure successful funding outcomes.

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 PreparationBudget DevelopmentRegulatory ComplianceGrant Application ManagementFunding Analysis

Soft Skills

Organizational SkillsTime ManagementCommunication SkillsInterpersonal SkillsCustomer Service

Tools & Technologies

Grants.govNIH ASSISTNSF Research.govHuron ClickCayuse

Industry Keywords

Uniform GuidanceNIHNSFDODDOEUSDANon-Profit FundingAcademic ResearchGrant ComplianceSponsored Research

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 timely submit proposals according to sponsor deadlines, laws, regulations, 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 matching commitments, facilities, and administrative rates
Train and assist faculty and administrators with proposal development, budgeting, sponsor terms, and University procedures
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 announcements, sponsor submission procedures, and electronic research processes
Monitor changes in laws, regulations, and internal and external policies governing grants and cooperative agreements
Serve as liaison between Principal Investigators, sponsors, the University, and researchers during sponsored-research commitment negotiations
Administer institutional grant transfers and coordinate with incoming faculty and campus offices such as Property Control
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 should be submitted through the Stony Brook Foundation or Research Foundation
Contribute to workflow, business-process, and policy improvements
Train new pre-award staff and develop or present training materials
Support Huron Click Grants/MyResearch training
Attend workshops and conferences related to grant administration and proposal requirements
Contribute to 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 minimum of two (2) years of full-time Sponsored Program/Research Administration experience, or an alternative combination of higher education and Research Administration experience equaling four (4) full-time years
Comprehensive knowledge of federal grant and contract regulations, including Uniform Guidance, NIH, NSF, DOD, DOE, and USDA
Knowledge of industry, foundation, and local government funding environments
Ability to use or learn 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 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
Ability to multitask accurately in a fast-paced, deadline-driven environment
Strong organizational and time management skills and exceptional attention to detail
Ability to work in a busy, high-volume, deadline-driven team environment and reprioritize activities for emergency requests
Strong written, verbal, interpersonal, and communication skills
Ability to work independently and collaboratively with diverse constituents and meet deadlines
Must be a U.S. citizen, lawful permanent resident, or other protected individual under 8 U.S.C. Sec. 1324b(a)(3)
Must be able to work without employer sponsorship; work visa sponsorship is unavailable
Resume/CV and cover letter required with online application

Benefits

Comp & perks

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