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Stony Brook University
  • Position Number: 2514290
  • Location: Stony Brook, NY
  • Position Type: Sponsored Programs, Grants, and Contracts

Subawards & Grants Specialist

Subawards & Grants Specialist

Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). In lieu of a degree, four (4) years of full time subawards and grant administrative experience, or a combination of higher education and experience totaling 4 years may be considered. Additional two (2) years of experience providing administrative support to contract and/or grant activities.

Preferred Qualifications:
In depth knowledge of subaward and/or subcontract and/or grants administration procedures. In depth knowledge of cost accounting principles. Familiarity with grants management databases (Huron Click, Oracle, etc.). Research administration experience at a university or academic medical center. Experience in contract and post award management.

Position Summary
The Subaward & Grants Specialist is responsible for the day-to-day negotiation, execution, management and administration of outgoing subcontracts, subawards and grants executed under the Office of Sponsored Programs (OSP).

The Subawards and Grants Specialist will draft, review and negotiate outgoing federal and non-federal subawards and subcontracts and interpret terms, conditions, and associated rules and regulations as a part of prime externally funded grants, contracts and cooperative agreements from government and non-government sponsors.

This position liaises with internal and external customers, consults with faculty, the Office of Sponsored Programs, and departmental administrative personnel regarding subaward and grant award related issues.

The Subawards & Grants Specialist will manage subrecipient monitoring activities, including completion of risk assessments, track and collect audit documents from subrecipients, develop analyses and reports that ensure compliance with mandated requirements relative to subrecipient monitoring and make recommendations for improvement.

This position interfaces with faculty, Sponsors, subrecipients and internal auditors, submits certification and reports findings, completes monthly FFATA reporting, maintains subaward templates, oversees subaward and grant policies and procedures, and acts as backup for the Grants/Contracts or Contracts/Clinical Trials Specialists as appropriate and necessary.

The successful incumbent will have excellent organizational, interpersonal, verbal and written communication skills and have experience providing a high level of customer service while operating in a busy environment. They will also have the capacity to meet deadlines, prioritize, work under pressure, exercise sound judgment and discretion, understand and respond to the needs of a wide range of divergent interests, and work under pressure in a fast-paced environment.

  • Advise Principal Investigators and Departmental Administrators about University policies and procedures for analyzing, issuing and managing subawards; this includes guidance on the preparation and submission of requests to OSP.
  • Review prime award terms and conditions for Federal or Non-Federal Federal sponsors.
  • Prepare subaward agreements and subcontracts by implementing the correct subaward documents, redacted Notice of Award and applicable terms and conditions in the templates for issuance to subrecipient institutions, organizations, and industry partners.
  • Collaborate with other University offices such as Grants Management, Procurement, Compliance, General Counsel/RFCO Risk Management, and Intellectual Property Partners regarding changes to terms and conditions as necessary.
  • Serve as a liaison between Stony Brook University/The Research Foundation and subrecipient sites to resolve language disputes.
  • Monitor the process for each subaward and subcontract in order to assure quality control and abide by internal/external audit requirements.
  • Represent the University and its policies appropriately to subrecipient institutions/organizations.
  • Negotiate subaward terms under the guidance of the Assistant Directors for Grants and Contracts and/or Pre- or Post-award OSP staff.
  • Implement effective quality control standards for full execution of subaward documents by working with the Financial Analyst to ensure that funding allocations in the University's financial system match the subaward agreement/subcontract.
  • Ensure all required subaward documents and related information are uploaded into the grants management system (myResearch).
  • Coordinate and obtain all appropriate closeout documents at the end of the project period.
  • Update the Subaward tracker in myResearch on a regular basis and provide the necessary follow-ups with higher management.
  • 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, and provide post-award administrative support such as no cost extensions processing, expenditure approvals. Administer grant transfers in and out of the institution and act as liaison between incoming/departing faculty as well as other offices on campus.
  • Participate in the development and implementation of office policies and procedures with a focus on maintaining and updating subaward standard operating procedures. Act as Federal Demonstration Partnership (FDP) liaison.
  • Participate in Export Control training from ORCT and Visual Compliance database training to accurately conduct restricted party screenings for the appropriate entities.
  • 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.

In accordance with the New York State Department of Health (DOH) order 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. The order also includes those who may be affiliated with or interact with employees of a hospital or nursing home. The order allows for limited medical 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.

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: 2103354Official 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 am- 5:00 pm Posting Start Date: Sep 20, 2021Posting End Date: Nov 3, 2021, 8:59:00 PMSalary:Commensurate with experienceAppointment Type: Regular

To apply, visit

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