Stony Brook University Assistant Director for Grants in Stony Brook, New York

Assistant Director for Grants


Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (or foreign equivalent or higher). Five [5] years of full-time complex grants management experience. Recent and progressively responsible leadership roles in research involving grants and subawards. Supervisory experience with tracked record of building exceptional teams and setting vision and goals. Demonstrated knowledge of federal policies and procedures, state, and industry rules and regulations governing technical aspects of grants and sub-awards including electronic submission, negotiation and administration of grant proposals or reports.

Preferred Qualifications:

Master’s Degree (or foreign equivalent or higher) in a business, economics or management field. At least two [2] additional years of full time complex grants management experience in the pre-award area. Experience with Huron Click or other pre-awards electronic administration and submission systems. Experience with Oracle E-Business Suite (PIAI, MAS and/or MPSA Reports), PeopleSoft, and/or Google Apps for Education is considered a plus. Experience interpreting and negotiating the terms and conditions of research grants. Experience analyzing and preparing project budgets.Experience in post-award administration at a non-profit or academic research institution is highly desirable.Certified Research Administrator (CRA) credentials preferred.

Brief Description of Duties:

This position is responsible for the programmatic and administrative needs of SBU's research and sponsored programs grants and subaward activity. Therefore, having experience effectively multi-tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization is important. On behalf of the Office of Sponsored Programs, serving as a liaison to the Research Foundation for SUNY Central Office, extramural sponsors, Stony Brook administrative offices and academic departments with regard to sponsored programs grant activities. This position is responsible for assisting the Director of Sponsored Programs in developing policy for the programs assigned; therefore, experience interacting with individuals at various levels within an institution as well as the general public whenever necessary is imperative.

The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving.

  • 35% Grants and Subawards: Responsible for processing, negotiating, recommending acceptance and administering grants and sub-awards supported by a variety of sponsors. These sponsors include local, federal, national, international, private, non-profit, public and for profit organizations. Provides liaison between and among faculty and sponsors, campus administrative offices and Research Foundation Central Office (RFCO). Works closely with the Office of Proposal Development towards efficient transition from proposal preparation to submission. Administers grant transfers in and out of the institution and acts as liaison between incoming/departing faculty as well as other offices on campus such as Property Control if equipment is being transferred, Office of Management to monitor encumbered funds etc. Authorizes the establishment of accounts and fiscal transactions pertaining to the advancing of funds, increases to the account budgets, and extensions of term dates, with and without funding. Provides post-award administrative support including expenditure approvals, accounting detail and reporting requirement information. Monitor the acceptance of costs on grants and subawards, submission of progress reports, and review and approve closeout documents. Guides faculty in the development of new or revised project budgets that include project-appropriate costs and ascertaining use of current fringe benefits and facilities/administrative costs. Ensures compliance, including but not limited to PHS Financial Conflict of Interest, Responsible Conduct of research, Export Control regulations and other compliance assurances. Plays a decisive role on upgrades and training for Huron Click Grants module.

  • 25% Outreach and Communication: Responsible for working closely with sponsors, faculty, schools and departments, building strong relationships to facilitate research efforts and resolve issues related to grant policies, procedures and current practices. Maintain an awareness of, and disseminate information to, management and staff on laws, regulations and nuances that may impact grants operation. Responsible for the Office of Sponsored Programs’ website presence and communication strategies, including the OSP monthly bulletin. Be part of implementation of live and pre-recorded seminars on pre-award administration.

  • 15% Internal Controls: In consultation with OSP Director and communication with other OVPR areas, responsible for overseeing OSP’s internal controls, ensuring operational effectiveness and efficiency of all direct reports. This includes, but is not limited to ensuring that the information is reliable and compliant with applicable laws, regulations, policies and procedures. In addition, the incumbent is responsible for the timely submission and execution of grants and subawards as well as the efficient administration of all awarded grants/subawards (per the Director's discretion). Establishes/evaluates/re-designs work-flow and makes decisions about process and process improvement.

  • 10% Supervision: Responsible for recruiting, setting up objectives, workload distribution, personnel issues, annual performance appraisals, approval for time off, and staff professional development to include counseling and terminating. Incumbent will be expected to perform some of these functions in consultation with the OSP Director whose final approval may be required.

  • 10% Operational: Serve as the primary back-up to the Director of Sponsored Programs where it is required to make day-to-day operational decisions. Duties include making decisions regarding outgoing proposals and management of current awards, responding to faculty and sponsor situation that need immediate attention, answering questions and resolving issues from other offices within and outside the OVPR, and personnel situations. Assist the Director of Sponsored Programs in developing policy for the programs assigned. Participate in high level campus and RF committees to assist in formulating policies and setting direction in the area of sponsored programs administration; write, revise and update policies and procedures as necessary. Prepare oral and written presentations on sponsored projects administration for executive committees, faculty, schools, and departments. Represent Office of Sponsored Programs at external meetings.

  • NE 5% Other duties or projects 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.

Stony Brook University is 100% tobacco-free as of January 1, 2016. See our policy and learn more

About Stony Brook:

Stony Brook University, home to many highly ranked graduate research programs, is located 60 miles from New York City on Long Island's scenic North Shore. Our 1,100-acre campus is home to 24,000 undergraduate, graduate, and doctoral students and more than 13,500 faculty and staff. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.

Equal Opportunity Employer, females, minorities, disabled, veterans.

If you need a disability related accommodation, please call the University Human Resource Services Department at (631) 632- 6161 or the University Hospital Human Resources Department at (631) 444-4700. In accordance with the Title II Crime Awareness and Security Act, a copy of our crime statistics is available upon request by calling (631) 632- 6350. It can also be viewed on line at the University Police website at

Job Field: Administrative & Professional (non-Clinical)

Primary Location: US-NY-Stony Brook

Official Job Title: Assistant Director

Department/Hiring Area: OVPR/OSP

The Research Foundation for The State University of New York at Stony Brook

Schedule: Full-time

Pass Days: Day Shift

Posting Start Date: Nov 27, 2018

Posting End Date: Dec 17, 2018, 11:59:00 PM

Salary: $90,500-$110,000/Annual@1.0FTE CWE

Salary Grade: E5

Req ID: 1803403