Grants Manager

Stony Brook University•Stony Brook, NY

62d

About The Position

The Grants Manager reports directly to the Assistant Dean and provides skilled administrative and financial support for the School of Marine and Atmospheric Sciences (SoMAS), primarily focusing on financial and budgetary operations to advance the research mission. This role facilitates grant and financial transactions through university systems and resolves complex research grant issues. Grants Management (pre- and post-award): Pre-Award: Contribute to and develop complex grant proposal budgets. Coordinate proposal submissions, interpret sponsor guidelines, develop timelines, secure partner documentation (e.g., subcontractor scopes, letters of intent), and ensure timely submission. Assemble all materials in sponsor systems (e.g., Research.Gov, Grants.Gov) and university routing systems (MyResearch), ensuring compliance and error-free acceptance. Identify funding opportunities and train staff/faculty on submission systems. Evaluate processes and provide policy guidance for sponsor requirements. Post-Award: Monitor grant expenditures, ensure compliance, track faculty/staff effort, assist with budget modifications/renewals, and assess funding changes. Monitor RF reports to manage fund utilization, disencumber funds, ensure recoverable costs are charged, maximize unencumbered funds prior to close-out, and prevent overspending. Resolve administrative/financial obstacles by liaising with various administrative units (Grants Management, Sponsored Programs, Payroll, Procurement). SoMAS Operating Budget Management: Administer the SoMAS Annual Budget under the Assistant Dean. Track, forecast, and project current and future operational budget changes (State, IFR, SUTRA), aligning allocations with strategic objectives and maintaining fiscal viability. Prepare mid-year/year-end condition reports, track transfers, and perform detailed financial analysis (data mining) of payroll and expenditures. Prepare financial and operational reports, assist Division Heads with analysis (enrollment, tuition revenue, IDC projections), and reconcile faculty start-up funds and Dean's commitments. Recommend budget strategies, streamline processes, ensure compliance with State/Research Foundation/SBU regulations, and review/distribute salary increase files. Track expenses and prepare journal transfers on a quarterly basis, or more often if required to maintain accurate financial records. Procurement, Fees, and Audits Authorize purchasing, travel reimbursements and relocation reimbursements across various funds (State, IFR, SBF, IDC) and ensure expenditures are within budget. Analyze, reconcile, and monitor all-funds incentive revenues to project revenue streams and recommend corrective actions for deficiencies. Approve new revenue accounts, fee structures, and develop cost recovery mechanisms. Provide periodic audits for multimillion-dollar inter-agency agreements. Track Stony Brook Foundation (SBF) activity to ensure gift funds are used according to agreements (e.g., scholarships, endowments). Other duties or projects as assigned as appropriate to rank and departmental mission.

Requirements

Bachelor's degree (foreign equivalent or higher). In lieu of a Bachelor's degree, an Associate's degree (foreign equivalent or higher) and two (2) years of full-time administrative or financial experience may be considered.
Three (3) years of full-time administrative or financial experience.
Experience creating, projecting, and managing budgets in a business environment.
Experience preparing financial reports.
Advanced experience with using Excel, to include the use of advanced functions and formulas.

Nice To Haves

Bachelor's degree (foreign equivalent or higher) in Business Administration, Finance, Accounting, Higher Education Administration or related field.
Full-time finance, accounting, grants, and/or budget experience in a higher education environment, healthcare environment, nonprofit, or government agency.
Experience with organizational purchasing and employee (and non-employee) reimbursements.
Experience researching and resolving budget and compliance issues.
Pre-award proposals development/submission experience.
Post-award grants management experience.
Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, procurement, personnel, and/or purchasing policies & procedures.
Proficiency in financial systems such as (but not exclusive to) RF Report Center, ERAS, SBU Reporting, SUNY BI, Wolfmart, Concur, Avid, PeopleSoft, myResearch etc.

Responsibilities

Contribute to and develop complex grant proposal budgets.
Coordinate proposal submissions, interpret sponsor guidelines, develop timelines, secure partner documentation (e.g., subcontractor scopes, letters of intent), and ensure timely submission.
Assemble all materials in sponsor systems (e.g., Research.Gov, Grants.Gov) and university routing systems (MyResearch), ensuring compliance and error-free acceptance.
Identify funding opportunities and train staff/faculty on submission systems.
Evaluate processes and provide policy guidance for sponsor requirements.
Monitor grant expenditures, ensure compliance, track faculty/staff effort, assist with budget modifications/renewals, and assess funding changes.
Monitor RF reports to manage fund utilization, disencumber funds, ensure recoverable costs are charged, maximize unencumbered funds prior to close-out, and prevent overspending.
Resolve administrative/financial obstacles by liaising with various administrative units (Grants Management, Sponsored Programs, Payroll, Procurement).
Administer the SoMAS Annual Budget under the Assistant Dean.
Track, forecast, and project current and future operational budget changes (State, IFR, SUTRA), aligning allocations with strategic objectives and maintaining fiscal viability.
Prepare mid-year/year-end condition reports, track transfers, and perform detailed financial analysis (data mining) of payroll and expenditures.
Prepare financial and operational reports, assist Division Heads with analysis (enrollment, tuition revenue, IDC projections), and reconcile faculty start-up funds and Dean's commitments.
Recommend budget strategies, streamline processes, ensure compliance with State/Research Foundation/SBU regulations, and review/distribute salary increase files.
Track expenses and prepare journal transfers on a quarterly basis, or more often if required to maintain accurate financial records.
Authorize purchasing, travel reimbursements and relocation reimbursements across various funds (State, IFR, SBF, IDC) and ensure expenditures are within budget.
Analyze, reconcile, and monitor all-funds incentive revenues to project revenue streams and recommend corrective actions for deficiencies.
Approve new revenue accounts, fee structures, and develop cost recovery mechanisms.
Provide periodic audits for multimillion-dollar inter-agency agreements.
Track Stony Brook Foundation (SBF) activity to ensure gift funds are used according to agreements (e.g., scholarships, endowments).
Other duties or projects as assigned as appropriate to rank and departmental mission.