Sponsored Programs Administrative and Post-Award Coordinator

Stony Brook University • Stony Brook, NY

1d • Hybrid

About The Position

The Sponsored Programs Administrative and Post-Award Coordinator provides administrative and operational support to the post award and contracts teams. This position will assist OSP Specialists, faculty and researchers with ongoing award management and ensure compliance with sponsor and university regulations.

Requirements

• Bachelor’s degree (foreign equivalent or higher).
• One (1) year of full-time experience with office/administrative support, financial or grant related work.
• In lieu of a Bachelor’s degree, a combination of higher education and experience in office/administrative support, financial or grant related work in research, academic, or non-profit setting totaling five (5) years may be considered.
• Experience working with pre-award and post-award processes, such as proposal submissions, budget preparation, award management, reporting, and compliance requirements.
• Demonstrable proficiency in using Microsoft Office Suite (Word, Excel, Powerpoint), Adobe PDFs, Excel, Google Drive/Workspace, and/or similar software/systems.
• Excellent customer service skills with emphasis on respectful and tactful communications.
• Excellent oral and written communication skills.
• Must exhibit reliability, accuracy, and good time management skills along with a professional manner at all times.
• Ability to problem solve, adapt quickly and learn new systems, policies, and procedures.
• Excellent organizational and project management skills, with the ability to establish and implement systems and identify resources to ensure the successful completion of projects.
• Ability to work independently and find solutions.
• Ability to think proactively, take initiative and see tasks through to completion with appropriate follow-up.
• Ability to juggle multiple projects and work independently, as well as with others, in a collaborative, often fast-paced, team environment.
• Ability to analyze and systematically compile information and to prepare reports and correspondence; comprehend and make inferences from written material; interpret Federal Sponsor requirements for grant administration.
• Excellent time management skills.
• Excellent attention to detail and accuracy.
• Possess basic math and analytical skills.

Nice To Haves

• Bachelor’s degree (foreign equivalent or higher) in a related field.
• Experience in research administration or grants management within higher education.
• Experience working with grant submission platforms like Grants.gov, eRA Commons, Research.gov, or similar systems.
• Experience with electronic research administration systems, such as Huron, InfoEd, or Cayuse.
• Budget development and management experience.
• Experience with website maintenance.
• Experience with virtual collaboration tools (i.e. Zoom).
• Calendar and email management experience.

Responsibilities

• Assist with reviewing incoming pre & post award documents, ensuring they meet basic university standards and sponsor requirements.
• Aid faculty and researchers in managing pre& post-award processes, including coordinating meetings and handling inquiries.
• Work closely with Pre & Post Award Team Lead to ensure activities are managed smoothly.
• Monitor incoming communications forwarded to the incoming Award mailbox with the Pre & Post award Team lead and distribute for action to assigned post award specialists.
• Update post award action log with actions and requests received; moving actions tagged as completed by the specialist into the annual completed sheet.
• Assist with the logistics of meetings, symposia and research events, including room reservations, ordering food, and coordinating equipment needs.
• Review term lists, outreach to faculty with awards that have term dates approaching to inquire if a no cost extension is needed and provide guidance on internal/external procedures to obtain extension.
• Upon review of the overdue technical report list, determine if reports have been submitted and if not, coordinate communication and action through resolution.
• Assist Faculty/Administrators in obtaining information needed for Other Support documents.
• Assist with post award contractual duties, especially as they pertain to the review of terming clinical trial accounts.
• Assist in the preparation of presentations and submission of technical reports for sponsored projects.
• Serve as a back-up to other administrative staff as needed, including helping with travel coordination and administrative support for research events.
• Handle general office functions like photocopying, faxing, and mail distribution.
• Participate in Post Award, OSP team meetings and meetings as requested by OSP leadership.
• Participate in sponsored virtual webinars/conferences and other professional development opportunities to stay up to date on developments in the field, compliance requirements. Provide back-up support on post award grant submissions needed to the Pre & Post Award team, particularly during times of staffing transition.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level