Job Details

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Stony Brook University
  • Position Number: 3543336
  • Location: Stony Brook, NY
  • Position Type: Sponsored Programs, Grants, and Contracts

Contracts Proposal Specialist

Contracts Proposal Specialist

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 administrative experience equaling four (4) years may be considered. Two (2) years of full-time finance, accounting, and/or administrative experience.

Preferred Qualifications:
Experience reviewing, preparing and/or supporting state, private and/or government contracts. Working knowledge of the Federal Acquisitions Regulations (FAR)/ Defense Federal Regulations (DFAR). Experience using electronic pre- and post-award systems (e.g. Fastlane,, Grants Gateway, Huron, InfoEd). Experience developing and/or analyzing grant budgets. Experience managing research proposal application processes (i.e. grants, cooperative agreements, or contracts). Experience interpreting and applying policies from multiple levels of authority (e.g. Federal, state, and institutional). Customer service experience.

Brief Description of Duties:
The Office of the Vice President for Research, Office of Sponsored Programs (OSP), is seeking energetic proposals specialists in the area of contracts and subcontracts. Working in partnership with a team of expert contract negotiators, the Contract Proposal Specialist serves as a research administration professional within OSP, accepting workflow assignments and providing the highest level of service to faculty in preparing contracts proposals for timely submission. As an integral part of the research administration community and in support of the University's overall research mission, this position requires an unwavering commitment to service and excellence in a demanding, deadline-driven environment. This position involves working closely with and serving as a liaison between faculty and staff within the college and across campus to meet proposal objectives and submission deadlines, using a variety of communications methods. Adaptability and flexibility to accommodate ongoing changes to internal and external policies and regulations; facilitating short lead times on proposal or project deliverables; balancing conflicting priorities; and contributing and adjusting to a continuously evolving environment are vital.
The successful incumbent must have strong organizational and prioritization skills with the ability to meet deadlines, strong verbal and written communication skills, exceptional interpersonal skills and ability to interact collaboratively with a diverse constituent population, ability to work independently and in a team-based environment to achieve common goals, and strong attention to detail.
  • Assist with the preparation and submission of proposals for sponsored programs in accordance with sponsor and university policies
  • Assist and/or manage in the review and analyze budgets
  • Prepare and review all necessary sponsor application forms with correct institutional and proposal information
  • Communicate expectations around proposal preparation/revisions, budget modifications, and compliance requirements
  • Assist with the interpretation of sponsor requirements and federal procurement regulations (e.g. FAR, DFAR) and ensure institutional and sponsor policies, procedures, and processes are followed
  • Act as liaison or Coordinate with senior level contract specialists or contracts negotiators and technical personnel to resolve issues to ensure proposal meets sponsor requirements or to facilitate the smooth completion of proposal negotiation tasks
  • Review all known contract terms/requirements noted at the proposal stage and ascertain additional university approvals from appropriate departments as necessary
  • Analyze and interpret the agency's request for proposal (RFP)
  • Complete and transmit the approved proposal package to meet all sponsor-imposed deadlines and provide any necessary assistance to investigators with sponsor electronic systems that require direct interaction by the PI (e.g. Grants Gateway)
  • Prepare routine letters of intent, correspondence and standard forms
  • Review and verify all compliance requirements at time of proposal and confirm all necessary compliance regulations for sponsored projects at award initiation
  • Answer any post-submission questions posed by sponsor to facilitate award issuance
  • Establish and maintain proposal, files and records per University and/or sponsor requirements in myResearch
  • Assist in the preparation of small business subcontracting plans
  • Provides coverage and back up administrative support to other members of the team.
  • 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 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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SUNY Research Foundation: A Great Place to Work.
Job Number: 2202889Official Job Title: Sponsored Programs Associate 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: Aug 25, 2022Posting End Date: Oct 14, 2022, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:E3

To apply, visit

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