Grants & Contracts Specialist - Pre-Award Team (Remote/Hybrid Eligible)

Job Title Grants & Contracts Specialist – Pre-Award Team (Remote/Hybrid Eligible) Required Qualifications Bachelor’s degree (or foreign equivalent) and a minimum of two (2) years of full‑time Sponsored Program/Research Administration experience with demonstrated knowledge of federal, state, and university/non‑profit rules and regulations governing administrative aspects of grants and contracts. In lieu of a Bachelor’s degree, a combination of higher education and Research Administration experience totaling four (4) full‑time years may be considered. Comprehensive knowledge of federal grant and contract regulations such as Uniform Guidance, NIH, NSF, DOD, DOE, USDA, and other industry, foundation, and local government funding environments. Preferred Qualifications Experience using electronic pre‑ and post‑award systems (e.g., Grants.gov, NIH ASSIST, NSF Research.gov, Grants Solutions, Huron Click, InfoEd, Cayuse). Experience developing or analyzing grant budgets and managing grant application processes. Experience interpreting and applying policies from multiple levels of authority (federal, state, and institutional). Customer service experience and ability to manage grant application processes in a government, non‑profit, or academic setting. Experience with Pre‑ and/or Post‑Award Management in relevant settings. Job Summary The Office of Sponsored Programs seeks a motivated and skilled Grants & Contracts Pre‑Award Specialist to join the team under the supervision of the Associate Director for Pre‑ and Post‑Award Sponsored Programs. The incumbent will provide comprehensive administration for a diverse portfolio of sponsors, ensuring all sponsored proposal submissions meet sponsor, funding opportunity, institutional policies, and applicable laws/rules/regulations. The role requires adaptability, flexibility, strong organizational and communication skills, and the ability to handle multiple priorities in a fast‑paced environment. Key Responsibilities Provide pre‑award administrative assistance, guidance, and oversight to faculty and administrators seeking external funding, ensuring accurate and timely submissions that comply with federal and state laws, sponsor guidelines, and university policy. Serve as the primary source of expertise on sponsor requirements, regulatory compliance, and University policies. Consult with managerial staff on policy exceptions and provide training to faculty on proposal development, budgeting, and sponsor terms. Review terms and conditions on proposal solicitations and award documents, negotiate terms with other OSP, OR&I, University and/or RF Central officials, and facilitate agreements, including subcontracts, clinical trials and state agreements. Analyze and understand complex information from multiple sources, keep abreast of laws and regulations governing grant administration, and act as the liaison between Principal Investigators and Sponsors during negotiations. Administer grant transfers, guide faculty on project budgets, manage institutional cost‑sharing and matching costs, and review proposals for appropriate submission to the Stony Brook Foundation or Research Foundation. Contribute to workflow, business process, and policy improvements; assist in training new pre‑award staff; develop training materials; and participate in campus training teams and workshops. Provide coverage and backup support to other team members and perform other duties or projects as assigned. Special Notes Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. The position is full‑time, exempt from overtime, and requires meeting the minimum salary threshold to maintain FLSA exemption. The role may be eligible for hybrid or alternative workplace arrangements/telework. Due to U.S. Export Control laws and regulations, the candidate must be a U.S. citizen, lawful permanent resident, or another “protected individual” as defined by 8 U.S.C. Sec. 1324b(a)(3). The position is not eligible for sponsorship of work visas. EEO Statement Stony Brook University is committed to excellence in diversity and the creation of an inclusive learning and working environment. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, pregnancy, familial status, sexual orientation, gender identity or expression, age, disability, genetic information, veteran status and all other protected classes under federal or state laws. #J-18808-Ljbffr