Programs Administrative and Post-Award Coordinator

Job Title:

Sponsored Programs Administrative and Post‑Award Coordinator (Job Number: 2504122)

• Bachelor’s degree (foreign equivalent or higher) or equivalent experience. One (1) year of full‑time office/administrative support, financial or grant‑related work. If no bachelor’s degree, a combination of higher education and experience totaling five (5) years is considered.
• Experience with pre‑award and post‑award processes: proposal submissions, budget preparation, award management, reporting, and compliance.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint), Adobe PDFs, Google Drive/Workspace, and similar software/systems.

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

The Sponsored Programs Administrative and Post‑Award Coordinator provides administrative and operational support to the post‑award and contracts teams, assisting OSP Specialists, faculty and researchers with ongoing award management and ensuring compliance with sponsor and university regulations.

• Excellent customer service with respectful and tactful communication.
• Strong oral and written communication skills.
• Reliability, accuracy, strong time‑management, and professional demeanor.
• Problem‑solving, adaptability, and ability to learn new systems, policies and procedures.
• Organizational and project‑management skills, capacity to establish and implement systems, identify resources for project completion.
• Independent initiative, proactive thinking, and follow‑through on tasks.
• Ability to juggle multiple projects and collaborate in a fast‑paced team environment.
• Analysis, compilation of information, preparation of reports and correspondence.
• Interpretation of Federal Sponsor requirements for grant administration.
• Basic math and analytical skills.

• Assist with reviewing incoming pre‑ and post‑award documents to ensure compliance with university standards and sponsor requirements.
• Aid faculty and researchers in managing pre‑ and post‑award processes, including coordinating meetings and handling inquiries.
• Work closely with the Pre & Post Award Team Lead for smooth activity management.
• Monitor incoming communications through the Award mailbox and distribute for action.
• Update post‑award action log and complete annual sheet for finished actions.
• Coordinate logistics of meetings, symposia, research events, room reservations, food ordering, and equipment.
• Track term dates, contact faculty about no‑cost extensions, and provide guidance on procedures.
• Address overdue technical report list: verify submissions and coordinate resolution.
• Assist Faculty/Administrators with Other Support documents.
• Support post‑award contractual duties for clinical trial accounts.
• Prepare presentations and submit technical reports for sponsored projects.
• Provide backup administrative support, including travel coordination and research event assistance.
• Handle general office functions such as photocopying, faxing, and mail distribution.
• Participate in Post‑Award OSP team meetings and scheduled leadership meetings.
• Participate in sponsored virtual webinars/conferences and other professional development opportunities.
• Provide backup support on post‑award grant submissions during staffing transitions.

• Other duties as assigned.

The Research Foundation of SUNY is a private educational corporation. This is a full‑time, exempt (FLSA) position with no overtime. The role may be eligible for hybrid arrangements (no remote option). No work‑visa sponsorship. Candidates must be U.S. citizens, lawful permanent residents, or other “protected individuals” as defined by 8 U.S.C. § 1324b(a)(3). Resume/CV and cover letter required with the online application.

Stony Brook University is committed to excellence in diversity and creating 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 Office of Equity and Access (OEA) at (631) 632‑6280 or visit the OEA website.

Starting salary range is not disclosed for this position.