Research Administrator for the Energy Frontier Research Center - 1901327
R equired Qualifications (as evidenced by an attached resume):
Bachelor Degree (or foreign equivalent or higher). Two years of full-time administrative experience to include financial management and process/program development. Experience in managing the operation of research awards/contracts or related activities. Budget management experience to include financial reporting. E xperience analyzing and reconciling various databases as well as researching and resolving budget and compliance issues.
Additional years (3+) of full-time administrative experience. Experience in all phases of pre and post award grants management. Work experience in a Higher Education / Academic environment. Experience working with federal grant agencies. Event planning experience. Experience coordinating travel arrangements. Experience working with one or more of the following SBU online systems: PeopleSoft; Dashboard; Stony Brook Foundation; Wolfmart; Apply Yourself, SUNY BI, My Research, SOLAR, ERAS etc. Supervisory experience.
Brief Description of Duties:
The Researc h Administrator will be responsible for carrying out all administrative aspects of the DOE Energy Frontier Research Center entitled GENESIS: A next GENeration SynthESIS Center among Senior Personnel across 9 different institutions.
The selected applicant will be expected to participate in sub-award and grant management activities with the PI and campus administrators during the term of the award to ensure that reports are submitted and grant terms honored. Therefore, this position requires continual self-education as it relates to the Research Foundation for SUNY policies and procedures, sponsor guidelines and federal regulations.
The successful incumbent will have excellent customer service and interpersonal skills, exercising strong organizational and time-management skills with an exceptional attention to detail. Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem solving. This includes, but is not limited to:
Provide full administrative support to Principal Investigators and Senior Personnel on all matters related to DOE sponsor funded grant and matching fund commitments.
Manage and direct highly complex expenditures from all Research Foundation and State funding sources in accordance with Procurement rules and regulations. Assign source of funding for all purchases and maintain authority over expenditure of funds. Provide information to group members about sources for purchases and obtain bids and multiple quotes when required.
Administer and monitor all subcontracts in compliance with regulations, terms and conditions.
Responsible for managing and reconciling all grant balances and expenditures, as well as all cost share and matching fund budgets and expenditures. Ensure all funding commitments are met and all expenses are allowable. Work with PI to coordinate and request all rebudget requests.
Responsible for preparing and monitoring all grant personnel paperwork on Research Foundation and State, from recruitment through termination, including any visa activities. Advise on correct procedures, perform technical reviews of requests prior to submission to HR; regularly follow up and issue reminders to ensure timely action to insure uninterrupted payroll. Assist grant personnel in navigation of University regulations, any and all policies and procedures in a variety of areas (e.g., travel, moving, reimbursement expenses, and benefit packages).
Position will be primary point of contact with DOE to insure proper compliance with all compliance and reporting mandates. Will be responsible for ensuring compliance with all deadlines and all progress report preparation and guidelines. Provide analytical and financial support in proposal processing, contract and grant administration, and budget development. Acts as liaison between PI, sponsored programs personnel and funding agency.
Coordinate all travel plans and reimbursements for grant personnel, to include scheduling hotel, flight, and car rentals and itineraries; assist with visa processing and other travel related documentation; ensure that travel needs are within budget and reimbursement requests are in compliance.
Responsible for coordination and implementation of all weekly thrust meetings, monthly senior management conferences, monthly early career team meetings, quarterly all hands meetings and two annual all hands meetings for all grant personnel. Prepare and distribute all meeting invites, agendas, presentations and provide minutes. Responsible for all travel plans to these meetings for members of Scientific Advisory Committee.
Maintain internal share site for all on site members; populate and manage all content for external website, in accordance with university and sponsor requirements.
Maintain a database of all compliance training requirements for faculty, postdoctoral fellows, and graduate and undergraduate students, informing them of when renewals and refresher courses are needed.
Serve as a liaison between PI's and funding officials or sponsored programs personnel. Communicate with investigators and sponsors. Manage proper execution of the sub-recipient financial relationship with SBU and the RF. Participate in the development of internal controls. Attend meetings in support of campus process improvement. Stay abreast of emerging developments within the field to include any changes in regulations or overall funder and/or HR policies and practices. Maintain a current understanding of all federal, state and RF policy standards.
Other duties or projects as assigned. Participate, as appropriate, in internal and external professional activities, such as an author or co-author, committee member, search chair, meeting or conference presenter.
Other duties assigned.
This is a part time appointment. The Research Foundation of SUNY is a private educational corporation. Employment is subject to the Research Foundation policies and procedures, sponsor guidelines and the availability to funding. 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, 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. SBU is a comprehensive research-intensive university and a member of the prestigious Association of American Universities (AAU), which includes 34 public universities among its 62 members. SBU consists of 12 schools and colleges and a teaching hospital that provides state-of-the-art healthcare in the Long Island region. SBU also manages and performs joint research with Brookhaven National Laboratory, the only Department of Energy Laboratory in the Northeast, and shares doctoral programs with Cold Spring Harbor Laboratory, a world-renowned molecular biology institute. Home to the Emerson String Quartet, the Jackson Pollock House in East Hampton, New York, the Humanities Institute, and the Southampton Arts Program, and with endeavors that extend to the Turkana Basin Institute in Kenya and the Ranomafana National Park in Madagascar, SBU sustains an international reputation that cuts across the arts, humanities, social sciences, and natural sciences.
Stony Brook University/Research is an Equal Opportunity /Affirmative Action Employer. We encourage all to apply including individuals with disabilities and protected veterans.
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FROM ITS BEGINNINGS A HALF-CENTURY AGO, STONY BROOK UNIVERSITY HAS BEEN CHARACTERIZED by innovation, energy and progress, transforming the lives of people who earn degrees, work and make groundbreaking discoveries here. A dramatic trajectory of growth has turned what was once a small teacher preparation college into an internationally recognized research institution that is changing the world.