Job Details

Pre-Award Coordinator

Category: Administrative and Professional
Department: Sponsored Programs
Locations: Albany, NY
Posted: May 6, 2025
Closes: Open Until Filled
Type: Exempt
Position ID: 187925

About The Research Foundation for SUNY:

The Research Foundation for The State University of New York (RF) is the largest comprehensive university-connected research foundation in the country.

Our mission is to provide talent, services, and technology that empower SUNY to research, innovate, and transfer discoveries that transform the world's knowledge economy.

Our vision is to make SUNY the best place for faculty, students, and staff to research, innovate and solve the world's most pressing problems.

The RF serves SUNY by providing essential administrative services that enable faculty to focus their efforts on educating students and performing life-changing research across a wide range of disciplines including Artificial Intelligence, Clean Energy, Biotechnology, Longevity, Substance Addiction, Nextgen Quantum Computing, Environmental Health, and Resiliency. We work with the academic and business leadership of SUNY campuses to facilitate research and discovery by administering sponsored projects and delivering intellectual property and technology transfer services that fuel innovation and move ideas and inventions to the marketplace.

The RF is committed to diversity, inclusion, and a working environment that enhances productivity creates personal and professional opportunities, unleashes everyone's full potential, and fuels innovation. We hold the organization and each other to the highest standards of integrity, accountability, and ethical behavior.

Visit www.rfsuny.org and connect with us on Facebook, Twitter, and LinkedIn. Learn about SUNY at www.suny.edu.


Job Description:

Position Summary

The Pre-Award Coordinator is responsible for supporting the preparation, coordination, and development of research proposals, ensuring compliance with sponsor guidelines, institutional policies, and funding requirements. This role serves as a primary resource for Principal Investigators (PIs) and research administration staff, collaborating closely with SUNY faculty and Research Foundation staff to facilitate successful proposal submissions.

Key Responsibilities

• Funding Opportunity Review: Analyze funding opportunity announcements to understand sponsor terms and policies and identify any limitations
  
• Proposal Preparation:
  
  • Compile required institutional documentation.
    
  • Ensure proposals align with sponsor requirements.
    
  • Assist in the processing of proposal revisions and awards
  
  
• Timeline Management: Track and manage proposal submission timelines to meet internal and external deadlines.
  
• Budget Development: Participate in the budget development process, assisting PIs with financial planning and ensuring compliance.
  
• Communication with PIs: Serve as a key liaison, providing guidance and support throughout the proposal development process.
  
• Proposal Documentation: Maintain records of proposal submissions, approvals, and sponsor communication.
  
• Data Entry & PACS System Management: Enter and monitor data within the Pre-Award and Compliance System (PACS), including:
  
  • Grant proposal details.
    
  • Proposal and award workflow management.
    
  • PI eligibility confirmation.
  
  
• Electronic Document Management: Organize and maintain files in a shared network drive and all related business systems.
  
• Institutional Approvals: Ensure all necessary institutional approvals are obtained before submission.
  
• Compliance & Submission Process: Understand and manage electronic submission processes for various funding agencies.
  
• Subrecipient Coordination: Assist with Subrecipient budget development and collect necessary documentation.
  
• Collaboration with Post-Award Team: Maintain strong working relationships with the post-award team to ensure smooth transitions from pre-award to post-award activities.
  
• Workflow and Process Improvement: Contribute to process enhancements and identify opportunities for increased efficiency.
  
• PI Handbook Development: Assist in the ongoing improvement and maintenance of the PI Handbook to ensure clarity and accuracy of research administration policies and procedures.

Requirements:

Qualifications

Education & Experience

• Bachelor's degree in a related field and 1-2 years of related experience in grants management, preferably pre-award or equivalent combination of education and experience.

Skills and Competencies

• Excellent communication skills with a supportive approach in all levels of correspondence.
  
• Ability to work independently under general directions.
  
• Strong attention to detail and organizational skills.
  
• Self-starter with the ability to manage multiple projects simultaneously in a deadline-driven environment.
  
• Ability to be flexible and adapt to a changing environment.
  
• Proficiency in Excel and comfort with online portals.
  
• Ability to interpret and apply complex RFPs and funding notices.
  
• Strong integrity, ethics, and commitment to confidentiality.

Preferred Qualifications

• Experience working in a university or research institution setting.
  
• Familiarity with federal and non-federal agencies and their submission processes.
  
• Experience with SUNY Research Foundation procedures and PACS systems.

Compensation for this position: The compensation for this role is between $62,000- $70,000. The pay will depend on a variety of factors that may include but are not limited to experience, education, training, and certifications


Additional Information:

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

Review of applications will begin immediately and continue until the position is filled.

The Research Foundation for the State University of New York is not an agency or instrumentality of the State of New York. Employees of the Research Foundation for the State University of New York are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The Research Foundation for the State University of New York operates under a contract with The State University of New York and receives no directly appropriated state funding


Application Instructions:

Applicants interested in applying MUST submit the following documents:

1. Resume/Cv
2. Cover Letter

After submitting your resume/CV, the subsequent pages enable you to upload your cover letter and additional documents.

Returning Applicants - Login to your RF SUNY Careers Account to review your application.

To apply, visit: http://rfsuny.interviewexchange.com/jobofferdetails.jsp?JOBID=187925





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