The School of Marine and Atmospheric Sciences at Stony Brook University is seeking a Lead Business and Grants Manager for the school.

Required Qualifications (as evidenced by an attached resume)

Bachelor’s degree (foreign equivalent or higher degree).  In lieu of a Bachelor’s degree, an Associate’s Degree and two (2) additional years of full-time experience (as described below) may be considered. Three (3) years of full-time administrative experience that includes direct management of HR-related activities, including working with supervisors and employees as well as providing counsel on, and interpretation of, policies and procedures. Budget and financial accounts management experience. Experience liaising with human resources. Experience with grant proposal processes and grant administration. Experience with Google Applications, or similar software.

Preferred Qualifications:  

Working knowledge of the differences between Research Foundation (RF) and State University of New York (State) employment. Experience with processing and administering visa transactions. Two (2) or more years of experience working on complex research grant applications. Experience with submission of grant applications through electronic systems, to include Fastlane and/or Grants.Gov. Experience in a University Sponsored Programs (or equivalent) unit, with responsibilities for submitting proposals.  Two (2) or more years of experience working with University electronic administration systems such as: PeopleSoft, RF Report Center, SUNY BI finance system, Wolfmart, Taleo or other human resources systems. Working knowledge of SUNY State, Research Foundation (RF), and/or Stony Brook Foundation (SBF) budget, personnel, and/or purchasing policies & procedures.

Brief Description of Duties:

Stony Brook University’s School of Marine and Atmospheric Sciences (SoMAS) seeks a Lead Business and Grants Manager. The Lead Business and Grants Manager will report to and work closely with the Assistant Dean of SoMAS, in a very high volume, multi-dimensional role. The position will be directly responsible  for independently managing the administration of two highly visible and important components of the School’s administration: human resources and grants & proposals management.

As primary liaison with the University’s HR office, the incumbent independently manages all the activity related to position description development, recruitment, promotion and tenure file management, new and reappointments, payroll matters, visa and immigration, AA/EEO and university compliance, performance documentation management, etc.

As primary liaison to the Office of the Vice President for Research, the incumbent serves as the primary administrator for the School’s growing research enterprise. The incumbent facilitates all faculty grant submissions (through university and sponsor systems) and associated efforts working with Principal Investigators, collaborators, and sponsors, ensuring effective and efficient administrative support is provided to advance the research missions of SoMAS.

This position requires a skilled professional who demonstrates a high level of independence and sensitivity with regard to all personnel and budgetary matters and the ability to maintain strict confidentiality. The ideal candidate will have the ability to work collaboratively in a team environment, and must be accustomed to meeting deadlines. The selected candidate will use sound judgement in making decisions with a focus on providing excellent customer service. To be successful in this position, the incumbent will need to be a self-starter with an ability to make independent decisions that adhere to applicable management standards and expectations in a fast-paced, high-volume environment. Outstanding organizational skills and exceptional attention to detail are essential traits for success in this role to effectively and independently administer the day-to-day workflow required in the position. Ideal candidate will have a proficiency in managing projects and tasks from inception to completion. The ideal candidate will also have exceptional interpersonal and problem-solving skills, and the ability to adapt to a changing work environment.

Personnel, Recruitment, and Process Management: This position will be responsible for the bulk of the day-to-day human resources transactions in SoMAS to include:

  • Write/create position descriptions, devise recruitment packages, establish and charge search committees, advance and disposition candidate files through electronic applicant system, close searches, manage offers and onboard new hires, initiate pre-employment in a timely manner.
  • Process all employment-related transactions related to existing appointments for all SoMAS faculty, staff, lecturers, salaried and non-salaried adjuncts, volunteers, affiliates, summer project aides, and retirees.
  • Initiate and approve SoMAS Visa application requests related to international visiting scholars, scientists, and international hires. Ensure proper visa types for visitors (paid or unpaid).
  • Develop internal procedures and implement already established HR policies. Under the direction of the Assistant Dean, provide guidance to faculty and staff on HR-related matters of university, state and/or RF policies and procedures (e.g., time and attendance rules, policies, benefit plans and enrollment deadlines and waiting periods, payroll deadlines, direct deposit, deductions, lags etc.). Assist new State/RF hires with information and resources to facilitate transition into School and campus community.
  • Prepare, review, and submit all promotion and tenure packages for SoMAS faculty members utilizing Adobe Professional and administering user access restricted SharePoint and/or Google docs platforms.
  • Monitor state staff end dates for permanent appointment eligibility. Coordinate with supervisors in submission of permanent appointment packages.
  • Under the direction of the Assistant Dean, ensure all performance evaluation and program documents are processed in a timely manner and are 100% compliant.
  • Oversee the administration and maintenance of the SoMAS personnel files. Track and coordinate School’s human resource documentation.
  • Validate salaries (and anticipated changes) in the Campus Budget Module (CBM) during the budgeting process.

Proposal Grants Administration: Directly support faculty with proposal preparation, renewals and submission to various sponsored agencies. Serve as the primary departmental liaison with the Office of the Vice President for Research for matters related to SoMAS research applications and contracts/grants which can often be complex, including those from DOE, NSF, DOD, NOAA and NASA.  These grants, contracts and awards may involve detailed budgets, sub-awards and special instructions in RFA, career awards, training awards, complex Foundation grants, and sub-awards from other institutions. Responsibilities include:

  • Help with the preparation of and coordination of proposal submissions: interpret and comply with sponsor guidelines while working with SoMAS faculty collaborators and the Office of Sponsored Programs to compile the necessary documents for a competitive proposal.  Highlight important and/or unusual qualifying/disqualifying points of RFP/solicitations, develop submission timetables, schedule meetings with research teams, develop budgets and supportive budget justifications, providing formatting assistance when possible. Contact external partners to secure support and cost-share letters and subcontractor scopes of work, budgets, letters of intent to collaborate, etc.  Coordinate proposal components so that submissions are timely.
  • Work closely with faculty PI and collaborators to assemble all materials using official sponsor package (e.g., NSF Fastlane, Grants.Gov, etc.), ensuring compliance with all SBU, state and federal regulations and adhering to formatting requirements.
  • Set up MyResearch application for university routing/approval of proposal, ensuring required components are included prior to submission.  Submit proposals through the university system, and subsequently through sponsor systems, ensuring error-free acceptance by established deadlines.
  • Identify funding opportunities, distribute to teams of investigators with corresponding fields of interest.
  • Train faculty and staff as needed on proposal submission systems and associated needs (budget preparation, following RFP requirements, etc.).
  • Obtain and maintain signature authority for awarded grants and contracts to allow continuity of workflow and appointments.
  • Monitor RF Report Center for approaching term dates on projects/awards.  Communicate with research team to ensure No-Cost Extensions (NCE), budget reallocation/revision requests, and other administrative actions that require sponsor approval are applied for in a timely manner.
  • Maximize use of unencumbered grants balances. Work with faculty to review original budgets to ensure recoverable costs have been charged to the sponsor in a timely manner. Monitor and request IDC analyses, when applicable.
  • Provide guidance to ensure compliance with university financial policies, sponsor proposal requirements, and applicable laws, policies and procedures. Evaluate and recommend operational efficiencies and improvements to business processes.
  • Other duties or projects as assigned as appropriate to rank and departmental mission.

Special Notes:

This is a full time appointment. 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 has been tobacco free since January 1, 2016. See our policy and learn more at

To apply for this position online, please visit Stony Brook Jobs and reference posting #1903025.

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at

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, including those employed at Stony Brook Medicine, Suffolk County’s only academic medical center and tertiary care provider. The University is a member of the prestigious Association of American Universities and co-manager of nearby Brookhaven National Laboratory (BNL), a multidisciplinary research laboratory supporting world class scientific programs utilizing state-of-the-art facilities such as the Relativistic Heavy Ion Collider, the National Synchrotron Light Source, and the Center for Functional Nanomaterials, and the New York Blue IBM BG/L+P supercomputer, owned by Stony Brook and managed by BNL. Stony Brook is a partner in managing the Laboratory for the Department of Energy, and is the largest institutional scientific user of BNL facilities. As such, many opportunities exist for collaborative research, and in some cases, joint appointments can be arranged.

Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected 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 online at the University Police website at

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Official Job Title: Senior Staff Assistant
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: School of Marine and Atmospheric Sciences-Stony Brook University
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 am – 5:00 pm Pass Days: Sat, Sun
Posting Start Date: Aug 21, 2019
Posting End Date: Sep 4, 2019, 11:59:00 PM
Salary: Commensurate with experience within the range of $64,000-$82,500.
Salary Grade: SL3
Appointment Type: Regular

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