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Stony Brook University
  • Position Number: 3599960
  • Location: Stony Brook, NY
  • Position Type: Business and Financial Management

Award Establishment Coordinator

Award Establishment Coordinator

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, a combination of higher education and experience in office procedures, financial or accounting related work totaling four (4) years may be considered. Experience with Microsoft Office Suite and/or Google applications.

Preferred Qualifications:
Bachelor's degree (foreign equivalent or higher) in Finance, Accounting, or related field. Experience providing administrative support to contract and/or grant activities. Experience working with ORACLE and government regulations.

Brief Description of Duties:
Reporting to the Assistant Director for the Account Establishment and Management Unit (AEMU) in the Office of Sponsored Programs (OSP), the Award Establishment Coordinator is responsible for the administrative and analytical support of sponsored program awards at Stony Brook University in accordance with federal and state laws, sponsor guidelines, and the Research Foundation and/or University policies and procedures. Responsibilities include establishing and maintaining awards, ensuring proper coding is entered in the Business System, monitoring activities, assisting the OSP Specialists in the processing of awards, including proper categorization, reporting and billing requirements.

Incumbent must have a high degree of self-direction and judgment as well as sound, independent decision-making skills. The Award Establishment Coordinator must have strong analytical and problem-solving abilities, outstanding communication and interpersonal skills to work with various stakeholders, and the ability to work both independently with high level of accuracy and in a team environment. This position requires attention to detail with a high level of accuracy and the ability to prioritize multiple deadlines in a fast-paced working environment. Incumbent must have excellent customer service skills.
  • Responsible for the accurate and timely establishment and award maintenance of all awards, projects, tasks for all funded grant & contract agreements in ORACLE, which is RF's business financial system. Review award documentation to identify financial and technical reporting requirements, award purpose, compliance approvals, NACUBO and billing codes for ORACLE data entry, and input relevant information into ORACLE. Coordinate transfer of any necessary information between ORACLE and MyResearch.
  • Implement all changes to existing awards, projects, and/or tasks, including increasing and decreasing funds, re-budgeting, carry forwards, and extensions on the ORACLE system. Update technical and financial reports when awards are extended. Verify if cost sharing or IFR distribution has changed and if new forms need to be updated for Office of Grants Management.
  • Review proposals in SBU's internal system, myResearch Grants, action form as well as award documentation received from OSP Specialists to collect and/or to determine accuracy of information such as sponsor name, ID number, title of funded award, sponsor address, contact information, budget breakdown including cost sharing information (type and extent), sponsor restrictions to use the funds, before establishing a new award or project. Review proposal forms and budget justification for effort reporting for PIs, CoPIs and key personnel on awards to input into the Oracle system. Review credit distribution for PIs and CoPIs, input this information into the Oracle system.
  • Email PIs, Department Chairs and their assistants regarding their new award numbers, budget increases/decreases and extensions on their accounts and respond to any questions that they may have. Produce, review Account Information Abstracts and release to campus.
  • Review sponsored program awards guidelines to determine if cost share award is appropriate, and establish appropriate award. Create forms for cost share and IFR effort on awards and provide to Grants Management specialists for processing.
  • Input all progress, financial & invention reports in ORACLE. Input all progress reports in the deliverable section of MyResearch. Run reports in RF Report Center for Progress Reports due and Terming awards.
  • Review and verify budget information including appropriate facilities and administrative rate for awards/contracts received, including but not limited to working with the campus on finalizing appropriate budget data for award input based upon sponsor restrictions.
  • Assist the AEU Assistant Director in establishing and maintaining all RF Internal accounts based on requests received from Budget Office, Provost Office, Dean's & Chair's Offices, OVPR, IPP & OGM.
  • Input documents to Awards/Projects in the OnBase Filing System.
  • Review and analyze agreements to provide final determination for revenue recognition coding of awards.
  • Communicate effectively and professionally with other campuses regarding their projects and tasks, RF Central Offices, sponsors and internal colleagues.
  • Contact the help desk at RF Central to log a ticket for any problems encountered on the ORACLE system.
  • Participate in training of new hires in various stages of AEMU work.
  • Attend meetings and workshops to discuss operations and procedures of the unit and the office as a whole.
  • Attend workshops on campus and off campus to learn new skills and to enhance present skills.
  • Other 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 may be 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.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed here.

Visit our WHY WORK HERE page to learn about the total rewards we offer.
Job Number: 2203293Official Job Title: Administrative Staff Assistant IJob Field: Administrative & Professional (non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring Area: Office of Sponsored ProgramsSchedule: Full-time Shift :Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Posting Start Date: Nov 2, 2022Posting End Date: Dec 2, 2022, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:E1

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