Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher) in a related field. In lieu of degree, four (4) years of full-time, directly related grants management experience in an academic/research setting, or a combination of higher education and experience totaling four (4) years may be considered. Three (3) years of full time pre/post award grants management experience including governmental, private foundation, and industry sponsored awards. Prior supervisory experience and human resource management required. Experience in customer service. Strong competence in Microsoft Office suite.
Preferred Qualifications: Master's Degree (foreign equivalent or higher). Three (3) or more years of pre- and post-award programmatic and financial experience in an academic setting, including federal (e.g. NIH, NSF, DoD) award management, reporting, and compliance regulations. Experience with project or program budgets and account reconciliation and experience with procurement. Advanced computer skills including experience with systems such as Grants.Gov, eRA Commons, CDMRP, NSF Fastlane, Altum Proposal Central, PeopleSoft and Oracle, and RFAir, or comparable programs. Experience preparing and editing academic manuscripts, proposals and progress reports. Knowledge and experience with academic institution policies and procedures. Familiarity with preparation of IRB documentation and procedures for research compliance. Experience in website content management. Experience performing guided research and summarizing information.
Brief Description of Duties: Working under general supervision, the incumbent functions as the Basic and Translational Research Administrator for the Center for Ocular Therapeutics (COT) and the Division of Cancer Prevention (DCP), facilitating the operation of research projects and programs through administrative coordinating activities. Requires analytical and problem solving skills, independent judgment, collaboration and initiative to accomplish goals. May include supervisory responsibilities.
This involves all duties related to the development, approval, and submission of proposals and administrative and fiscal management of multiple grants; preparing budget projections, balancing and tracking all expenditures, coordinating all activities related to purchasing and payroll including some supervisory responsibilities, coordination of research publication and dissemination activities including editorial assistance, and research compliance.
Non-compliance with federal policies could result in the forfeiture of grant moneys and jeopardize future funding opportunities. The policies cover the full range of grant management functions, including the type and appropriateness of the personnel hired (related to background. level of education and experience), the moneys allocated to specific expenditure categories (which must be properly projected in order to comply), and the rate at which moneys are expended over the course of the budget year and the entire length of the funded program.
Departmental Initiatives / Pre-Award Functions:
Assist Chair and Department Administrator with the development of the COT, e.g. identifying administrative requirements for establishment of a Center, identifying sources of sponsorship, assisting with activities associated with recruitment of faculty, e.g. arranging seminars and presentations.
Act as liaison between PI/co-Investigators and the Office of Sponsored Programs. Will interpret external sponsor policies, for the administration of federal and other sponsored projects. and to comply with the internal policies of campus research related offices. This includes the establishment of internal procedures and controls which will ensure compliance by the Project Director and laboratory staff across all awards.
Develop budgets for grant proposals in consultation with PI(s), Department Administrator, and appropriate staff.
Prepare all administrative sections of grant applications, edit text, images, graphs, tables of research sections, and act as liaison between the Office of Sponsored Programs, the sponsor, the Project Director and collaborators for the interpretation and implementation of sponsored guidelines.
Draft, manage, and review all myResearch applications.
Perform electronic submission process for extramural agencies where and as required according to agency-specific guidelines, remain registered/trained for all software/sites required for the completion of all reporting and applications.
After a period of training and acclimation to the various projects and grants, the incumbent will have fiscal authority and responsibility for the spending of funds (signing authority on all types of expenditures) al all wards.
Maintain accurate and timely records.
Post-Award Research Administration:
Responsible to the Department Chair and Division Director for management and oversight of all activities related to grants management and tracking for basic and translational research projects.
Act as liaison between the faculty/investigators and the Office of Grants Management and other university offices (e.g. SBF, Procurement, building managers) and extramural constituents (e.g. government agencies, foundations, and other grantors).
The incumbent will have fiscal authority and responsibility for the spending of funds (signing authority on all types of expenditures) of all awards. The incumbent will oversee and expend grant monies according to the guidelines and established fiscal projections, and will be responsible for management of eCRT, eRAS, WolfMart, iLabs.
Routinely compare tracking data with that provided by the Office of Grants Management and SBF: review and interpret financial reports, prepare an analysis of each award and provide a categorized breakdown of forecasted expenditures for personnel costs, equipment, supplies, office and various miscellaneous items.
Assist laboratory personnel in the use of all University software applications (e.g. myResearch, RF-AIR, ERAS, Wolfmart, SOLAR, RF self-service, etc.).
Maintain inventory of supplies in office and laboratory. Prepare orders in WolfMart and iLabs, and follow through on any modification of space to accommodate purchases of equipment, phones. computers. and other office and laboratory needs.
Order research animals and track animal usage for each research award.
Complete training in hazardous and international shipping and then manage such shipping.
Identify appropriate vendors and best prices for procurement of equipment and supplies, secure quotes where required, and approve Wolfmart-based transactions that use sponsored (grant) funding in consultation with the award PI and Department Chair.
Ensure timely invoicing and payments to vendors, reconcile accounts, periodically ensure that unnecessary POs are closed and encumbered funds are released.
Participate in laboratory staff meetings.
Maintain accurate and timely records.
Other duties as assigned
Research Compliance & Reporting:
Establish and maintain appropriate compliance and protocol approvals within all intramural (e.g., Office of Research Compliance, DLAR, and EH&S) and extramural (e.g., NIH, DoD, CHTN, Lions Eye Bank) constituents and ensure staff compliance. Failure to maintain current controlled substances, radiation, animal research, and/or human subject approvals can result in suspension or termination of research projects.
Coordinate training and approval functions for laboratory staff related to laboratory safety and animal research training, maintain accurate records of training compliance, ensure that lab staff maintain clearance.
Assist faculty with progress reports on sponsor systems (e.g., SNAP submissions on eRA Commons).
Assist with preparation and submission of Research Compliance (IRB, IBC and IACUC) applications. Track approval start and end dates, ensure timely submission of applications for renewal.
Ensure compliance with PHS Public Access reporting in regard to publications.
Process paperwork and interpret guidelines for the recruitment, hiring, and retention of personnel for the Division of Cancer Prevention. Act as liaison with the Departments of Ophthalmology and/or FPPM and/or Medicine (depending on the home department of the employee), the Dean's Office, Office of Human Resources, Grants Management and Sponsored Programs, and Student Employment in the interpretation and implementation of proper procedures for hiring and training of all categories of personnel.
Administer all appropriate paperwork related to hiring, extension, promotion and termination of Division staff.
Supervise lab staff, including approval of time reporting and any required disciplinary actions, assist with the preparation of annual evaluations/performance programs.
Coordinate faculty evaluations as requested.
Manage Division Director's semi-annual IFR forms.
Visiting Scientists/Scholars, International Hires, Visas:
Research and analyze issues related to hiring of foreign personnel, including USA and foreign visa requirements.
Act as liaison between Division of Cancer Prevention, Office of Visa and Immigration Services, and U.S. Citizenship and Immigration Services. The incumbent will be an intrinsic part of the decision process for recruitment, and will submit applications for visas, train lab staff in Compliance GIANT procedures.
Advise the Project Director as to candidate eligibility for specific NIH funding, and eligibility for employment at SBU per the regulations of the federal Dept. of Homeland Security, SBU Human Resources, and Office of Institutional Diversity and Equity, and will make recommendations as to the ease of transition into the present lab environment.
Interface with Project Director and personnel with respect to the identification and procurement of appropriate, permitted housing and living conditions adjacent to the University, the proper filing of all paperwork to the University VIS and external immigration authorities.
Respond to requests from other departments for data and information regarding laboratory equipment, space usage, graduate student and postdoc activities, training grant data, etc.
Interface with other departments regarding the use of space.
Prepare routine correspondence for Project Director including emails and support letters. Assist with scheduling of Project Director's appointments.
Organize Division Research Seminars and arrange for visiting scientist meeting and/or presentations, including their travel and accommodations. Orchestrate all arrangements for such presentations, i.e. food services, equipment. supplies, flyers, announcements, etc.
Book all travel arrangements.
Prepare and monitor reimbursement requests.
Interface with project-related support service units, including OSA core services, campus maintenance offices, building maintenance and custodial services, and outside service contractors for the maintenance and repair of all laboratory and Division office equipment. This includes making management decisions on the identification and appropriateness of service providers and the negotiations of service contracts.
Schedule all required preventative maintenance and required annual certifications of large and small pieces of equipment. coordinating with Procurement, vendors and lab personnel.
Maintain equipment records including funding source for purchase, location and final disposition. Coordinate with Surplus Property regarding disposition of obsolete equipment, obtaining appropriate clearance and maintaining required records for disposal.
Manage laboratory security, including periodical updates to access codes.
Provide general office management for research staff and supervise routine office maintenance. including photocopying, file systems, library and web searches.
Dissemination of Research:
Gather data and text for inclusion in reports to sponsors from the PI and lab staff, create draft reports, return to PI for editing, format, and submit reports.
Edit manuscripts, posters, abstracts, bios, etc. for the Project Director and research laboratory members and ensure formatting/submission compliance, track & revise submissions, ensure compliance with NIH-open access policies.
Develop and gather content and work with website administrator to keep site up-to-date and relevant.
Periodically update the website for accuracy of information and to publicize research achievements.
Other duties as assigned.
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 of funding. FLSA Exempt position, not eligible for the overtime provisions of the FLSA. Minimum salary threshold must be met to maintain FLSA exemption.
Long Island's premier academic medical center, Stony Brook Medicine represents Stony Brook University's entire medical enterprise and integrates all of Stony Brook's health-related initiatives: education, research and patient care. It encompasses Stony Brook University Hospital, Stony Brook Children's Hospital, the five Health Sciences schools -- Dental Medicine, Health Technology and Management, Renaissance School of Medicine, Nursing and Social Welfare -- as well as the major centers and institutes, programs and more than 50 community-based healthcare settings throughout Suffolk County. With 603 beds, Stony Brook University Hospital serves as Suffolk County's only tertiary care center and Regional Trauma Center. Stony Brook Children's, with more than 180 pediatric specialists in 30 specialties, offers the most advanced pediatric specialty care in the region.
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 on line at the University Police website at http://www.stonybrook.edu/police .
Job Field: Administrative & Professional (non-Clinical)
Primary Location: US-NY-Stony Brook
Department/Hiring Area: Ophthalmology-The Research Foundation for The State University of New York at Stony Brook
Schedule: Full-time Shift: Day Shift Shift Hours: 8:30 a.m. - 5:00 p.m. Pass Days: Sat, Sun
Posting Start Date: Aug 6, 2019
Posting End Date: Aug 21, 2019, 3:59:00 AM
Salary: Commensurate with experience
Salary Grade: E99
Appointment Type: Regular
Internal Number: 1902567
About Stony Brook University
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.