Job Details

Stony Brook University
  • Position Number: 3030030
  • Location: Stony Brook, NY
  • Position Type: Business - Finance

Proposal and Funding Manager, BMI

Proposal and Funding Manager, BMI

Required Qualifications (as evidenced by an attached resume):
Bachelor's Degree (foreign equivalent or higher). Three (3) years of full-time administrative experience in an academic, research, or corporate environment working on proposals or grant funding initiatives. Experience reviewing contracts or agreements and providing budget assistance. Proficiency in Microsoft Office and/or Google apps.

Preferred Qualifications:
Master's Degree (foreign equivalent or higher). Proposal experience in a STEM or healthcare environment including writing or editing, strategic review of federal, state, or industry funding opportunities, and managing deadlines. Familiarity with human subjects research and IRB processes. Experience developing complex proposals, including budget development/management. Knowledge of proposal systems commonly found in the private sector or at research/academic institutions. Experience with Adobe forms and documents.

Brief Description of Duties:
The Biomedical Informatics (BMI) Proposal and Funding Manager will manage all research funding activities, enabling the BMI department (including BMI's Cancer Center collaborations) to be a primary hub of large program project grants. This position is responsible for grants and contracts, from proposal development through award management. The role includes creating complex research consortium budgets compliant with university and research Foundation (RF) requirements as well as with sponsors including NIH, NSF, DARPA, DoE, NASA, and AFOSR. Responsibilities include oversight of project expenditures and assisting with reporting for all collaborating organizations.

The position requires analytical and problem-solving skills, strategic-thinking, independent judgment, collaboration and initiative to accomplish goals. Working independently under limited supervision, the incumbent facilitates the operation of complex projects and programs through administrative coordination activities. The staff member is detail oriented and is expected to adhere to strict deadlines and evolving regulatory policies and procedures. This position requires continual self-education on business systems and other online systems, Research Foundation for SUNY policy and procedures, sponsor guidelines and federal regulations, and includes training faculty, student and administrative department members including those seeking funding, funded researchers and their teams.

This position will support BMI department members and their collaborators (in conjunction with the Office of the Vice President for Research) to seek and apply for research funding. Provide support for administrative and business aspects of grants and contracts. The successful incumbent will have knowledge of and experience working under federal, state, or industry funding/compliance regulations. The ability to accurately and completely meet strict deadlines within often short time frames, and to manage multiple tasks is essential for success. Excellent written and verbal communication skills are essential. The successful incumbent will be proficient in Microsoft Office, Google apps, and Adobe. The incumbent will successfully lead the proposal submission process and manage the awards of department and multicenter federally-funded projects The incumbent will work with investigators to successfully complete IRB submissions and obtain assurance.

The BMI Proposal and Funding Manager will be responsible for negotiating and managing multicenter budgets and subaward compliance. The successful incumbent will utilize online business and proposal systems, such as NIH ASSIST,, eCommons,, SUNY Report Center. The incumbent will be responsible for training academic personnel in research procedures, proposal preparation, ethics, and/or compliance. It is essential to work successfully with faculty and administration at all levels. The role requires working with investigators to complete and submit interim, progress, final project and financial reports. The BMI Proposal and Funding Manager will be monitoring research budgets, expenditures, and effort of funded projects.

Proposal Development:
  • Work with lead investigator(s) to organize and manage team members from multiple institutions that will develop project specifications, establish clear aims and objectives, tasks and milestones.
  • Ensure that proposals adhere to all Institution and funder/program requirements, including required elements of proposal and on-time internal and collaborator approval routing. Ensure all opportunities exploited for maximum return (funding, discoveries, publications, synergistic staffing and activities).
  • Review and edit all materials; Ensure compliance with stakeholders
  • Complete internal approvals/submission process in a timely manner, working with collaborating departments and institutions, deans' offices and OVPR staff. Track all elements of the proposal and ensure all deadlines are met. Ensure institutional officials have ample time to preview materials, ensure that all appropriate changes are made as a result of those previews.
  • Work strategically with investigators, upload electronic proposal applications according to specific funder guidelines; managing the process from beginning to final submission. Verify that all proposal elements meet requirements, are comprehensive, and are properly uploaded to the application system.
  • Ensure departmental and project compliance with institutional and sponsor requirements.
  • Develop new procedures and training as needed to ensure compliant and efficient efforts.
  • Work closely with RF personnel to set up new awards (accounts).
  • Meet with investigators upon project establishment to familiarize them with the Research Foundation system, including policy and post award expenditure procedures.
  • Verify that subaward organizations understand and comply with contractual obligations.
  • Analyze awards for potential budget modifications and recommend to PI. Prepare, submit and track project award modification requests.
  • Participate in sponsor training and report major process updates regularly to the Department Administrator and to the Chair.

Development Initiatives:
  • Conduct outreach to key departments, centers and institutes throughout campus to elicit and identify projects and programs that lend themselves to corporate and foundation support, assist with setting priorities.
  • Work with the BMI and constituent departmental leaderships to develop long-term and short-term funding/proposal identification strategies.
  • Maintain a comprehensive calendar of upcoming deadlines of key local and national foundations to ensure that proposals are submitted in a timely manner whenever eligible.
  • Meet with the various department regarding upcoming events, and funding objectives including developing key relationships and targeting specific funding

Post Award:
  • Track and report regularly to the department chair and administrator, tracking progress, salary offset and indirect costs. Support annual and final report submission activities and periodic reports to University officials on request
  • Assist investigators with verification of funding availability as it relates to expenditures such as the purchase of resources and appointments of student researchers.
  • As primary research funding administrator for BMI Core Services the proposal and funding manager will work closely with SB Medicine's Office of Scientific Affairs and the Stony Brook Cancer Center.
  • Ensure the successful conduct of the financial affairs of BMI Core Services through effective use of resources and proper reimbursement where applicable.

Special Projects:
  • Other duties as assigned.
  • Special projects may include but are not limited to assisting with the publication of research; participating in research events and other related activities 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.

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

In accordance with the New York State Department of Health (DOH) regulation that all hospitals and nursing homes "continuously require all personnel to be fully vaccinated against COVID-19," Candidates who are not already vaccinated must obtain the first dose of the vaccine within three (3) calendar days of acceptance of conditional job offer and must obtain any subsequent doses in accordance with the vaccine protocol. Candidates who are partially vaccinated, but not yet fully vaccinated, must complete their vaccination series within three (3) calendar days of job offer or in accordance with vaccine manufacture protocol, whichever comes later.

The regulation also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The regulation allows for limited exemptions with reasonable accommodations, consistent with applicable law.

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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Job Number: 2200958Official
Job Title: Project Staff Associate
Job Field: Administrative &
Professional (non-Clinical)
Primary Location: US-NY
-Stony Brook Department/Hiring Area: Biomedical Informatics
Schedule: Full-time Shift :Day Shift
Shift Hours: 8:30-5
Posting Start Date: Apr 22, 2022
Posting End Date: May 22, 2022, 8:59:00 PM
Salary:Commensurate with experience
Appointment Type: Regular
Salary Grade:E99

To apply, visit

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