Sponsored Award Analyst
Acord (association For Cooperative Operations Research And Development), Stony Brook, NY, United States
Required Qualifications
Bachelor’s degree (foreign equivalent or higher) in a business‑related field.
In lieu of a bachelor’s degree, four (4) years of full‑time contract and grant financial experience, or a combination of higher education and/or experience totaling four (4) full‑time years may be considered.
Two (2) years of full‑time experience providing administrative support to contract and/or grant activities, including full life‑cycle fiscal reporting of financial activity.
Experience with Microsoft Office Suite and/or Google Workspace.
Grants management experience.
Preferred Qualifications
Advanced degree (foreign equivalent or higher).
Experience with federal and locally funded sponsored research activity.
Experience with sponsored research compliance.
Presentation experience.
Experience with Oracle.
Brief Description of Duties
The Sponsored Award Analyst is responsible for the full life‑cycle fiscal management of sponsor‑funded grant and contract awards within the position’s portfolio. As the primary contact for Principal Investigators, the analyst ensures the successful conduct of the financial affairs of these awards on behalf of Principal Investigators, Sponsors, and the Research Foundation for SUNY, maintaining the campus’s status as a recipient of federal and private research funding. This role requires a comprehensive understanding of all federal, sponsor, and Research Foundation guidelines, adherence to line‑item budgets, accounting standards, sponsorship restrictions, campus policies for grant expenditures, and full life‑cycle fiscal reporting. Strategic, analytical, and problem‑solving skills are essential for handling multiple tasks in a financially complex, deadline‑driven environment.
The incumbent will also demonstrate excellent customer‑service, interpersonal, organizational, and time‑management skills with exceptional attention to detail. The role calls for independent work and team collaboration with a problem‑solving approach and interaction with individuals at various institutional levels.
Responsibilities
Provide solutions and support to researchers, principal investigators, and Sponsored Award Analysts through expert advice on acquisition and federal assistance requirements and policy, helping them achieve grant and procurement goals through careful planning and flexible execution.
Ensure proper management of expenditures, recovery of payments, and analysis of final cost to guarantee the university recovers all payments.
Ensure compliance with all applicable terms and conditions, oversee all billing and reporting—including annual and final financial and compliance reports for award active and termination cycles, manual invoices, and supporting documentation—required by private and state agencies.
Coordinate with the Office of Sponsored Programs and RF Legal for cost verification and award terminations. Establish award requirements for expenditure management, fiscal reporting, and payment collection.
Review and approve payroll, fellowships, health insurance, and faculty salary offset transactions in accordance with award specifics, budget restrictions, and committed effort. Monitor charges posted to campus payroll suspense and transfer to appropriate sponsored awards.
Approve all purchases and recharges presented as necessary for research objectives, ensuring fiscal compliance against sponsored awards.
Manage the subrecipient financial relationship with SBU and the RF to ensure compliance with OMB Uniform Guidance 2 CFR and Compliance Supplement guidelines.
Monitor subcontract budgets, review subrecipient invoices, and obtain PI authorization. Confirm compliance and execute payments to subsidiaries; request supporting documentation for audit readiness.
Examine independent contractor transactions for adherence to RF policy, SUNY, and IRS Twenty‑Factor test. Prescreen via the Visual Compliance database for federal restrictions. Monitor and manage restrictive NRSA training grants awarded by the NIH.
Prepare invoices, financial reports, and cost‑shared expenditure certifications required by the funding source within prescribed periods, including campus recovery of Facilities and Administrative costs, final property status inventory, and audit requests.
Ensure sponsor audit information is compliant, monitor payments, and initiate collection activity as needed. Manage invoicing and payment actions with federal invoice and cost certification tools and submit fiscal reporting via federal portals.
Monitor monthly expenditure reports to protect the institution from sponsor disallowances and conduct corrective actions. Analyze awards for potential budget modifications.
Consult with PI as award close‑out approaches, ensure timely reporting and close‑out, and coordinate with Accounts Payable to close open purchase orders.
Analyze recovery of campus Facilities and Administrative costs throughout the award cycle to ensure full recovery. Determine re‑budgeting allowances, execute re‑budget, and notify PI in a timely manner.
Liaise with new and existing PIs and their staff upon establishment of new sponsor‑funded awards and continuations of active awards, familiarizing them with the Research Foundation business system, policies, and post‑award expenditure procedures.
Create interactive training with PIs and teams to develop a shared understanding of fiscal and compliance health of externally sponsored awards.
Outreach and Professional Development
Participate in internal and external professional activities as an author, co‑author, committee member, search chair, or conference presenter.
Contribute to internal control development by researching and co‑authoring specific expenditure transaction standard operating procedures.
Maintain current understanding of Research Foundation policy, sponsor guidelines, and federal regulations such as the OMB Uniform Guidance. Attend meetings supporting campus process improvement and participate in professional development to train and mentor new team members.
Other duties as assigned.
Special Notes
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation’s policies and procedures, sponsor guidelines, and the availability of funding. This is an FLSA exempt position, not eligible for overtime provisions. The minimum salary threshold must be met to maintain exemption. For this position, we are unable to sponsor candidates for work visas. Due to U.S. Export Control laws, the hired candidate must be a U.S. citizen, lawful permanent resident, or another protected individual as defined by 8 U.S.C. Sec. 1324b(a)(3).
Equal Opportunity Statement
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.
Salary
The starting salary range for this position is noted below, representing SBU’s good faith estimate of the range of possible compensation at the time of posting.
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Bachelor’s degree (foreign equivalent or higher) in a business‑related field.
In lieu of a bachelor’s degree, four (4) years of full‑time contract and grant financial experience, or a combination of higher education and/or experience totaling four (4) full‑time years may be considered.
Two (2) years of full‑time experience providing administrative support to contract and/or grant activities, including full life‑cycle fiscal reporting of financial activity.
Experience with Microsoft Office Suite and/or Google Workspace.
Grants management experience.
Preferred Qualifications
Advanced degree (foreign equivalent or higher).
Experience with federal and locally funded sponsored research activity.
Experience with sponsored research compliance.
Presentation experience.
Experience with Oracle.
Brief Description of Duties
The Sponsored Award Analyst is responsible for the full life‑cycle fiscal management of sponsor‑funded grant and contract awards within the position’s portfolio. As the primary contact for Principal Investigators, the analyst ensures the successful conduct of the financial affairs of these awards on behalf of Principal Investigators, Sponsors, and the Research Foundation for SUNY, maintaining the campus’s status as a recipient of federal and private research funding. This role requires a comprehensive understanding of all federal, sponsor, and Research Foundation guidelines, adherence to line‑item budgets, accounting standards, sponsorship restrictions, campus policies for grant expenditures, and full life‑cycle fiscal reporting. Strategic, analytical, and problem‑solving skills are essential for handling multiple tasks in a financially complex, deadline‑driven environment.
The incumbent will also demonstrate excellent customer‑service, interpersonal, organizational, and time‑management skills with exceptional attention to detail. The role calls for independent work and team collaboration with a problem‑solving approach and interaction with individuals at various institutional levels.
Responsibilities
Provide solutions and support to researchers, principal investigators, and Sponsored Award Analysts through expert advice on acquisition and federal assistance requirements and policy, helping them achieve grant and procurement goals through careful planning and flexible execution.
Ensure proper management of expenditures, recovery of payments, and analysis of final cost to guarantee the university recovers all payments.
Ensure compliance with all applicable terms and conditions, oversee all billing and reporting—including annual and final financial and compliance reports for award active and termination cycles, manual invoices, and supporting documentation—required by private and state agencies.
Coordinate with the Office of Sponsored Programs and RF Legal for cost verification and award terminations. Establish award requirements for expenditure management, fiscal reporting, and payment collection.
Review and approve payroll, fellowships, health insurance, and faculty salary offset transactions in accordance with award specifics, budget restrictions, and committed effort. Monitor charges posted to campus payroll suspense and transfer to appropriate sponsored awards.
Approve all purchases and recharges presented as necessary for research objectives, ensuring fiscal compliance against sponsored awards.
Manage the subrecipient financial relationship with SBU and the RF to ensure compliance with OMB Uniform Guidance 2 CFR and Compliance Supplement guidelines.
Monitor subcontract budgets, review subrecipient invoices, and obtain PI authorization. Confirm compliance and execute payments to subsidiaries; request supporting documentation for audit readiness.
Examine independent contractor transactions for adherence to RF policy, SUNY, and IRS Twenty‑Factor test. Prescreen via the Visual Compliance database for federal restrictions. Monitor and manage restrictive NRSA training grants awarded by the NIH.
Prepare invoices, financial reports, and cost‑shared expenditure certifications required by the funding source within prescribed periods, including campus recovery of Facilities and Administrative costs, final property status inventory, and audit requests.
Ensure sponsor audit information is compliant, monitor payments, and initiate collection activity as needed. Manage invoicing and payment actions with federal invoice and cost certification tools and submit fiscal reporting via federal portals.
Monitor monthly expenditure reports to protect the institution from sponsor disallowances and conduct corrective actions. Analyze awards for potential budget modifications.
Consult with PI as award close‑out approaches, ensure timely reporting and close‑out, and coordinate with Accounts Payable to close open purchase orders.
Analyze recovery of campus Facilities and Administrative costs throughout the award cycle to ensure full recovery. Determine re‑budgeting allowances, execute re‑budget, and notify PI in a timely manner.
Liaise with new and existing PIs and their staff upon establishment of new sponsor‑funded awards and continuations of active awards, familiarizing them with the Research Foundation business system, policies, and post‑award expenditure procedures.
Create interactive training with PIs and teams to develop a shared understanding of fiscal and compliance health of externally sponsored awards.
Outreach and Professional Development
Participate in internal and external professional activities as an author, co‑author, committee member, search chair, or conference presenter.
Contribute to internal control development by researching and co‑authoring specific expenditure transaction standard operating procedures.
Maintain current understanding of Research Foundation policy, sponsor guidelines, and federal regulations such as the OMB Uniform Guidance. Attend meetings supporting campus process improvement and participate in professional development to train and mentor new team members.
Other duties as assigned.
Special Notes
The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation’s policies and procedures, sponsor guidelines, and the availability of funding. This is an FLSA exempt position, not eligible for overtime provisions. The minimum salary threshold must be met to maintain exemption. For this position, we are unable to sponsor candidates for work visas. Due to U.S. Export Control laws, the hired candidate must be a U.S. citizen, lawful permanent resident, or another protected individual as defined by 8 U.S.C. Sec. 1324b(a)(3).
Equal Opportunity Statement
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.
Salary
The starting salary range for this position is noted below, representing SBU’s good faith estimate of the range of possible compensation at the time of posting.
#J-18808-Ljbffr