Job Details

Stony Brook University
  • Position Number: 2674395
  • Location: Stony Brook, NY
  • Position Type: Sponsored Programs, Grants, and Contracts

Contracts Specialist

Contracts Specialist

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a degree, a minimum of four years relevant experience in an educational institution, business or non-profit organization or government agency may be considered. Three (3) years of experience with contract or grant management and/or negotiations. Demonstrated financial and/or administrative experience, or budget preparation or analysis. In-depth knowledge of PC-based tools including Microsoft Office Suite

Preferred Qualifications:
J.D., MBA, or other advanced degree (or foreign equivalent) in contract management, communication, public, healthcare or business administration, law, or a directly related field. Experience and advanced knowledge of federal, state and private industry regulations and guidelines that are governing technical aspects and administration of subawards and contracts, including familiarity with the Federal Acquisition Regulations (FARs). Ability to write and interpret technical contract language and understand its implications. Ability to effectively communicate with and serve as liaison between granting agencies, University administration and the principal investigators. Direct experience negotiating contracts and 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 specialist to join its contracts and clinical trials team under the supervision of the Assistant Director for Contracts, to provide comprehensive contract 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 contract administration including preparation, review, negotiation and processing of sub agreements and contracts, exercising sound decision-making and problem-solving skills in the negotiation of contracts (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 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. The Contracts Specialist will have superior customer service orientation and outstanding written, verbal, and interpersonal communication skills. They will have the ability to speak confidently when communicating with investigators and industry professionals. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. The incumbent will have experience successfully working independently as well as part of a team with a collaborative approach to problem solving.

  • 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 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.
  • Review, negotiate and evaluate agreements with corporate, non-profit and federal sponsors and drafts compliant contact language.
  • Provide assistance in contract proposal submission and management. Advises 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, comply 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).

The Federal Government's Executive Order 14042, requires federal contractors, federal subcontractors, and employees of federal contractors to comply with the COVID-19 vaccination mandate, along with other safeguards. This Executive Order applies to the Research Foundation for SUNY, a covered contractor, and its employees. This includes all Research Foundation employees at Stony Brook University, whether they are full time, part time or working remotely. Upon acceptance of a conditional job offer candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of a conditional job offer and must obtain any subsequent doses required in accordance with the vaccine protocol. Only exemption requests for medical or religious reasons will be considered

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.

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

Job Number: 2104261Official 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: 8:30 am- 5:00 pm Posting Start Date: Nov 11, 2021Posting End Date: Dec 31, 2021, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: RegularSalary Grade:E4

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