Job Details

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Stony Brook University
  • Position Number: 4138744
  • Location: Stony Brook, NY
  • Position Type: Sponsored Programs, Grants, and Contracts

Contracts and Subawards Specialist

Contracts and Subawards Specialist

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher) in management, communication, public, healthcare or business administration, law or a directly related field. In lieu of a degree, four (4) years of full-time relevant experience in an educational institution, business organization or government agency may be considered. Three (3) years of full time grant or contract management and/or negotiations experience. Experience with financial and/or administrative experience, including budget preparation or analysis.

Preferred Qualifications:
J.D., MBA or other advanced degree (foreign equivalent or higher). Knowledge of federal, state and private federal and industry regulations and guidelines that are governing technical aspects and administration of grants, subawards and contracts, including familiarity with the Federal Acquisition Regulations (FARs). Experience with contract administration. Direct experience negotiating agreements for sponsored projects in an institution of higher education. Knowledge of university administrative practices and systems such as pre-awards electronic routing and submission systems, Oracle E-Business Suite, PeopleSoft, and/or Google Apps for Education.

Brief Description of Duties:
The Office of Sponsored Programs is seeking a highly motivated and skilled contracts and subawards specialist to join the grants and contracts team under the supervision of the Assistant Director for Contracts, to provide comprehensive administration for a diverse portfolio of sponsors and partners in support of the University's sponsored program activity. The successful candidate will be responsible for comprehensive grant and/or contract administration including preparation, review, submission, negotiation and processing of sub agreements and contracts, exercising sound decision-making and problem-solving skills in the negotiation of awards (including amendments and modifications), and for assisting in the development of administrative procedures to comply with regulations affecting governmental and industry sponsored contracts. The successful candidate will serve as a liaison between Sponsored Programs, Intellectual Property Partners, Research Compliance, Legal Counsel, Sponsor, Principal Investigator, School of Medicine (SOM)/ Office of Clinical Trials (OCT), Central Office of the Research Foundation and post award as necessary to accomplish negotiation and contract administration in a timely manner. The Contracts and Subawards Specialist must have the ability to write and interpret technical contract language and understand its implications. The successful incumbent will effectively communicate with and serve as liaison between granting agencies, University administration and the principal investigators. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving is essential for the Contracts and Subawards Specialist.

The successful incumbent must have:
  • Experience effectively multi-tasking 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.
  • Must possess the ability to thrive in a busy, high-volume, and deadline driven work team environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Strong communication skills.
  • Demonstrated superior customer service orientation and outstanding written, verbal, and interpersonal communication skills.
  • In-depth knowledge of PC-based tools including Microsoft Office Suite.

Duties include:
  • Act as University representative to sponsoring agencies and work with outside patent counsel in the process of negotiating agreements. Assist PIs in reviewing budgets for research proposals/agreements and act as liaison with compliance entities.
  • Maintain knowledge of and interprets applicable policies, statutes, regulations, and procedures formulated by the University, state and federal government, granting agencies, and various private foundations and industries; maintains up-to-date reference records.
  • Review proposed agreements for compliance with applicable University policy, state and federal regulations including but not limited to federal acquisition regulations (FAR) clauses, confidentiality, publications, intellectual property, governing law and reporting requirements in support of sponsored projects and other related agreements supporting research activities.
  • Negotiate or assist in the negotiation of agreements with corporate, non-profit and federal sponsors and drafts compliant agreement language.
  • Provide assistance in proposal submission and management. Advise faculty and staff on all facets of grant, subawards and contract/clinical trials administration.
  • Authorize the establishment of accounts and fiscal transactions pertaining to the establishment of awards, the advancing of funds, increases to account budgets and extension of term dates with and without funding.
  • Provide post-award administrative support including expenditure approvals, amendments and modifications. Monitor the acceptance of costs on contracts and subawards, submission of progress reports, and review and approve closeout documents.
  • Provide coverage and back up administrative support to other members of the team.
  • Draft, compile and complete various forms, notices, certifications, and other communication, required by sponsors.
  • Participate in policy and procedure discussions.
  • Communicate suggestions for increased efficiencies to senior leadership.
  • Other related duties as assigned.

Special Notes:
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.

Due to U.S. Export Control laws and regulations, the candidate hired will need to be a U.S. citizen, lawful permanent resident, or other "protected individual" (as defined by 8 U.S.C. Sec. 1324b(a)(3).

This position is eligible for alternative workplace arrangements/telework (remote or virtual) or hybrid.

Resume/CV and cover letter should be included with the online application.

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.

If you need a disability-related accommodation, please call the university Office of Equity and Access (OEA) at or visit OEA.

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Visit our WHY WORK HERE page to learn about the total rewards we offer.

SUNY Research Foundation: A Great Place to Work
Job Number: 2301378Official Job Title: Sponsored Programs Associate IIJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Office of Sponsored ProgramsSchedule: Full-time Shift :Day Shift Shift Hours: 8:30am - 5:00pm Posting Start Date: Apr 27, 2023Posting End Date: May 28, 2023, 3:59:00 AMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:E4 SBU Area:The Research Foundation for The State University of New York at Stony Brook

To apply, visit

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