Non-Sponsored Award Analyst
Non-Sponsored Award Analyst
Required Qualifications (as evidenced by an attached resume):
Bachelor's degree (foreign equivalent or higher). One (1) year of
full-time financial, account management and/or reconciliation
experience. In lieu of a Bachelor's degree, a combination of higher
education and full-time financial, account management and/or
reconciliation experience totaling four (4) years may be
considered. Experience with Microsoft Office Suite and/or Google
Bachelor's degree (foreign equivalent or higher) in a
business-related field. Accounting experience with federal and
locally funded research activity. Experience with grant data
management tools such as Huron or Oracle. Experience with cost
Brief Description of Duties:
The Non-Sponsored Award Analyst is responsible for the full
life-cycle fiscal management of the institutionally sponsored
awards and agreements. As the primary contact for Principal
Investigators, administrative units that support non-sponsored
activity and service units that utilize RF for SUNY for staffing
and fiscal services, this position ensures the successful conduct
of the financial affairs of these awards on behalf of all that
depend on the access and fluid use of the RF Business tools. This
includes Principal Investigators, sponsoring campus agencies and
The Research Foundation for SUNY, ensuring the campus business
processes are compliant with all SUNY, RF for SUNY expenditure and
This will include campus sponsored Research SEED awards, Service
and Facility Accounts, Fixed Price Balance, Cost of Ed, Staffing
Services Agreements and activity, Royalty Projects, Clinical Trial
Offset accounts, Stony Brook Foundation accounts, and CPMP Research
This requires a comprehensive understanding of all Research
Foundation guidelines, adhering to specific line item budgets,
sponsoring agency specific restrictions, campus policies for
research expenditures as well as all aspects of full life-cycle
fiscal reporting of sponsoring agencies financial activity to
include outside audit interaction and certifications. Therefore,
having strategic and analytical thinking skills with an ability to
solve problems, make effective decisions, and handle multiple tasks
simultaneously in a financially complex, deadline-driven
environment is imperative.
The successful incumbent will also 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 and the ability to interact with individuals at various
levels within an institution.
- The Non-Sponsored Award Analyst ensures the proper management
of expenditures as well as the recovery of payments during the
active period through award termination and close out as well as
provides an analysis of final cost to ensure the RF for SUNY
recovers all payments. This position ensures compliance with all
applicable terms and conditions, oversees all billing and reporting
to include annual/final financial and compliance reports for award
active and termination cycles, manual invoices and supporting
documentation as required by private and state agencies,
certification of all cost shared costs as provided by University.
As the primary liaison with the campus users who require accounts
for the performance of activity with the RF for SUNY Business
system incumbent may interact with Deans and VP areas, Office of
Sponsored Programs and RF Legal for appropriate agreements and
account terms and conditions. Incumbent will establish the record
of award requirements for purposes of expenditure management,
fiscal reporting and collection of payments to the RF in support of
awards and agreements.
- Reviews and approves payroll, fellowships, fellow health
insurance and faculty salary offset transactions in keeping with
sponsoring agency specifics and budget restrictions. Monitors
charges that post to campus payroll suspense and works with PI's to
move charges to appropriate campus accounts. Ensure salary expenses
are fiscally allowable against agency funds, discussing
recommendations with Principal Investigator/Account Director as
- Reviews and approves all purchases and recharges presented as
cost necessary for the conduct of account objectives to ensure
fiscal compliance against agency funding.
- Supports annual agreements that manage campus staffing services
agreements with, CPMP, SBF, SB Child Care Center, and Dental
School. Update agreements, monitor payments and expenditures to
ensure timely posting of charges and payments from agencies.
Provide the requested year end compliance to agency auditors.
- Examines Independent Contractor transactions for proper
adherence to RF policy, SUNY and IRS Twenty Factors test. Enter
into Visual Compliance database to prescreen for federal
- Prepares all invoices and financial reports required by agency
funding source conditions within prescribed periods, to include,
campus recovery of agency fees, final payments within award period.
Initiates collection activity from funding source as
- Monitors monthly expenditure reports to ensure the healthy
fiscal condition of non-sponsored award accounts to protect SBU and
the Research Foundation uncollected payments and initiates any
necessary corrective action.
- Consults with PI as award close out period approaches to ensure
timely extensions as needed to allow full use of funds, reporting
and close out. Coordinates necessary actions with Accounts Payable
to facilitate the close of open Purchase Orders.
- Makes budget and cash adjustments to campus fixed price balance
accounts as contracts are closed out. Facilitates the close out
process in unison with Sponsored Award Analyst to ensure proper
reconciliation of both award balances.
- Creates the School of Medicine offset payment resulting in
income from industry supported clinical trials and confirms payment
to them as well as the expenditures against the offset accounts for
each clinical unit.
- Supports the incoming payment process from industry sponsors
for non-sponsored accounts.
- Monitor Service and Facility Accounts with respect to rate
compliance, account extensions, revenue posting as well as deficit
reduction needs in unison with VP for Finance team, Account
Directors and RFCO for annual deficit status and payment
management. This will include verification of outside user payments
and recharge from third party users.
- Liaise with new Principal Investigators and their staff upon
the establishment of a new intuitionally funded award to
familiarize them with the Research Foundation business system,
policies and post award expenditure procedures. Train any
administrative team members that support PI's with respect to
account functional needs, including rate updates, close out of
available balances, and use of the RF Business system.
- Outreach and Professional Development: Participate, as
appropriate, in internal and external professional activities, such
as an author or co-author, committee member, search chair, meeting
or conference presenter, staying abreast of emerging developments
within the fields. Participates in internal control development by
researching and co-authoring specific expenditure transaction
standard operational procedures. This position requires continual
self-education on Research Foundation for SUNY policy and
procedures, agency guidelines and federal regulations such as the
OMB's Uniform Guidance, attends meetings in support of campus
process improvement, and participates in professional development
opportunities to maintain current understanding of all federal,
state and RF Policy Standards and may include training new staff
members. This is to ensure all charges are in keeping with any
non-sponsored awards that share in the expenditures against
externally sponsored awards.
- 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.
Due to U.S. Export Control laws and regulations, the candidate
hired will need to be a U.S. citizen, lawful permanent resident, or
other "protected individual" (as defined by 8 U.S.C. Sec.
This position may be eligible for alternative workplace
arrangements/telework (remote or virtual) or hybrid.
Resume/CV and cover letter should be included with the online
Stony Brook University is committed to excellence in diversity and
the creation of an inclusive learning, and working environment. All
qualified applicants will receive consideration for employment
without regard to race, color, national origin, religion, sex,
pregnancy, familial status, sexual orientation, gender identity or
expression, age, disability, genetic information, veteran status
and all other protected classes under federal or state laws.
If you need a disability-related accommodation, please call the
university Office of Equity and Access (OEA) at or visit OEA
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SUNY Research Foundation: A Great
Place to Work.
Job Number: 2203582Official Job Title: Sponsored Programs Assistant
IIJob Field: Administrative & Professional
(non-Clinical)Primary Location: US-NY-Stony BrookDepartment/Hiring
Area: Office of Grants ManagementSchedule: Full-time Shift :Day
Shift Shift Hours: 8:30 am - 5:00 pm Posting Start Date: Nov 9,
2022Posting End Date: Dec 9, 2022, 8:59:00 PMSalary:Commensurate
with experienceAppointment Type: RegularSalary Grade:E2
To apply, visit https://stonybrooku.taleo.net/careersection/2/jobdetail.ftl?job=2203582&tz=GMT-08%3A00&tzname=America%2FLos_Angeles