Grant Specialist
State University of New York at Albany Research Foundation - Albany, NY

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Function & Scope

Under the general direction of the Associate Director, responsible for the administrative processing of the sponsored program awards for assigned centralized locations. Responsibilities include interpreting sponsor guidelines, monitoring activities, assistance to the Contract & Grant Specialists in the processing of awards; contracts, reports and billing requirements and assistance to the campus on status of sponsored program activity.

  • Responsible for the accurate and timely establishment of all awards for assigned centralized locations. Review, analyze, obtain information and input grant/contract award data, including billing requirements using Oracle Grants Management module. Produce and review Account Information Abstracts and release to campus.
  • Review sponsored program awards/contracts guidelines to determine if cost share award is appropriate, contact campus for relevant budget information and establish appropriate award.
  • Review and verify budget information including appropriate facilities and administrative rate for awards/contracts received, including but not limited to working with the campus on finalizing appropriate budget data for award input based upon sponsor restrictions.
  • Perform preliminary review of complex contractual documents noting deficiencies and/or other unusual items for legal and administrative review prior to execution, including submission of insurance certificates, where appropriate. Responsible for tracking such contractual documents for receipt of fully executed copy.
  • Review, process and input Advance Expenditure Authorizations and/or payroll transactions as authorized. Ensure all payroll adjustments are made prior to bi-weekly payroll run.
  • Monitor and take necessary action on follow up of contracts/awards, including but not limited to working with the Contract & Grant Specialist, campus and sponsors. Responsibility includes calling sponsors and notifying campus of outcome and working with campus to receive fully executed documents.
  • Contact with campus, sponsors and Research Foundation personnel to gather information and/or discuss and resolve problems and inquiries.
  • Draft correspondence.
  • Process queries for identification of mail and checks in suspense, as needed.
  • Other duties and special assignments as assignned by supervisor.

Education & Experience:

Position requires minimum high school education with five (5) years of experience in office procedures, analytical and communication skills. Must be able to select and use various computer software applications, and be able to work independently. Experience working with ORACLE database and government regulations helpful. College level training of course work may be substituted for experience. Associate degree preferred.

Additional Information:
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.

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State University of New York at Albany Research Foundation - 15 months ago - save job