Applications are invited for consideration to the following position


Office of Research Administration

Budget Title:

Sponsored Programs Associate II

Salary Range:

(Based Upon Experience)

$80,000.00 - $105,000.00

Descriptive Title:

Sponsored Programs Administrator

Full-time, Monday - Friday, 9:00am to 5:00pm, 37.5 hours per week



Description of Duties:

Reporting to the Director of Sponsored Programs, the Sponsored Programs Administrator (SPA) provides direct support to Downstate faculty and staff in the review and submission of grant and contract proposals. As a member of a busy, customer service-oriented Pre-Award team in the central office of Research Administration, the SPA ensures pplications for funding are complete and in compliance with sponsor and university requirements. Flexibility will be considered for remote and/or hybrid work schedules. RESPONSIBILITIES - Provide administrative support to faculty, staff and departmental administrators in the review and submission of federal, state and privately funded grant and contract proposals. - Proactively manages multiple concurrent proposal submission timelines to ensure the on-time completion of high quality, responsive and compliant proposal applications. - Review, highlight, and communicate application instructions and proposal requirements to Downstate faculty and departmental staff. - Review budgets and proposal components according to the guidelines established by the applicable sponsoring entity, and institutional policies and procedures, contacting program officials directly where any questions might arise. - Provide guidance to Departmental Research Administrators as well as faculty and staff in the submission of proposals through various electronic systems, to include (but not limited to) ASSIST,,, New York State Grants Gateway, and other electronic systems. • As an Authorized Organizational Representative (AOR), assumes responsibility for submission of proposals, Just-In-Time responses, Prior Approval requests, and progress reports (RPPRs). - Coordinate with external organizations and institutions on collaborative submissions. - Coordinate with staff in the Office of Research Administration, Directors, researchers, Department Chairs, Deans, and other staff to resolve proposal issues, and provides information as requested. - Review all inbound awards for accuracy and authorizes the establishment and extension of sponsored accounts, including the processing of no-cost extensions and carryover requests. - Continuously develop and maintain a strong working knowledge of the federal rules and regulations that govern research grants and contracts and stays informed on sponsor terms and conditions for submitting and administering grant awards. - Collaborate with department staff, Finance, and RFSUNY to establish outbound subawards in compliance with OMB Uniform Guidance. - Under the day-to-day guidance of the Director, continuously develop existing knowledge and expertise in all aspects of research administration. - Maintain standards for organizing and updating Pre-Award’s shared electronic files. - Participate in workshop and outreach activities (e.g., training sessions). - Perform other duties as assigned.


REQUIRED: Bachelor's degree and four years’ experience in pre-award and/or sponsored research administration in a university or academic medical center setting. A strong commitment to providing customer service. Ability to work under pressure and prioritize meeting proposal deadlines with demonstrated tact, poise, and professionalism. Demonstrated time-management and detail-oriented skills.Demonstrated ability to interpret federal regulations, procedures and/or compliance standards. • Ability to work remotely as circumstances require. Excellent verbal and written communication, organizational, and interpersonal skills. Experience with budget development and strong proficiency with Microsoft Office Suite and Adobe software. PREFERRED: Experience with National Institutes of Health (NIH) proposal submissions strongly preferred. Experience with Huron Click a plus.

Persons interested should mail their resume and a letter of introduction

Additional Information: Interested candidates should submit their letter of introduction and resume to: Flexibility will be considered for remote and/or hybrid work schedules.

Closing Date for Receipt of Applications: 01/01/29

The Research Foundation is committed to equal opportunity and non-discrimination in employment for all qualified persons without regard to race, color, religion, sex, gender identity or expression, transgender status, national origin, citizenship, age, creed, disability, veteran status, marital status, familial status, military status, domestic violence victim status, sexual orientation, genetic characteristics/genetic information, pregnancy-related conditions, reproductive health decisions, prior arrest or conviction records, or any other trait protected by federal, state, or local law.