2023 - Pre Award Associate - Buffalo, NY - A Sponsored Program of The Research Foundation for The State University of New York

Title: Pre Award Associate

FTE: Full Time

Location: Buffalo, New York

Salary: Starting Annual Salary $45,000

The Research Foundation (RF) for SUNY at Buffalo State University is seeking a dynamic individual in the Pre Award and Contract Services division.  Under the leadership of the Director, Sponsored Programs Administration (SPA), and in a team oriented environment, the Pre Award Associate acts as the primary point of contact working collaboratively with faculty and staff by providing information regarding policies and procedures, ensuring the proper review, process and approval of proposals.

The Research Foundation for SUNY (RF) is SUNY's authorized representative for externally funded grants, contracts and other agreements.  We provide leadership in grants and contracts administration from proposal development to closeout.  We work closely with faculty to oversee the submission of grant proposals and ensure the responsible stewardship of research funding according to University, State, Federal and sponsor specific guidelines.

SUNY Buffalo State is the largest comprehensive in the SUNY system and the only urban campus – surrounded by art galleries, a history museum, and a park.

Fore more information click here: https://sponsoredprograms.buffalostate.edu/

Assigned tasks include:

  • Provide direct support to the University community by identifying & disseminating funding sources and coordinating and facilitating the preparation and submission of grant proposals, ensuring appropriate University approvals and conformance with all regulations, policies and guidelines; serve as principal liaison between and among faculty, funding agencies and campus administrative offices.
  • Guide faculty in preparation of proposal budgets, ensuring that all requested items meet the criteria established by the sponsor, as well as conform to RF/SUNY Buffalo State policies. Prepare and review proposal budgets for grant submissions, assure conformance with sponsor guidelines and governmental regulations.
  • Serve as institutional administrator for GrantForward database system; includes control of campus access to the system for all modules, establishment of authorized users, and interaction with IT Department on troubleshooting problems. Communicate with faculty regarding funding interests and establishment of faculty profile within GrantForward.
  • Initiate preparation of New Award Input Form (NAIF) and cooperatively interact with Grants Management and Accounts Receivable on establishment of award, including any special conditions related to award set-up and administration. Attend Grants Management meetings on a monthly basis.
  • Assist PIs with completing the At Risk / Advance Account Request form
  • Update the Agreements module in business tracking system
  • Request Certificates of Insurance from RF Central Office Insurance
  • Participate in various campus and RF meetings as needed.
  • Prepare quarterly and annual reports requested by Buffalo State administration and RF Central Office regarding proposals submitted and awarded to RF/SUNY Buffalo State.
  • Deliver presentations on a variety of grant and research administration topics to: graduate student classes, groups of faculty, and community groups. May involve public speaking to large, diversified groups, as well as presentations of mini-courses.
  • Maintain up-to-date working knowledge of Federal, State, Research Foundation, SUNY, and local policies and procedures pertinent to the job and title to ensure compliance in all work-related practices and transactions. Review relevant audit reports and responses in a confidential manner, ensuring that personal and office work practices adhere to agreed management actions.


Other Duties

  • Coordinate with SPA Colleagues, Principal Investigators / Project Directors / Project Managers, HR and Procurement when new awards are received to educate project team on the conditions of the grant and better ensure compliance with grant guidelines
  • When necessary, assist with account establishment and maintenance; review for compliance with sponsor regulations – cost sharing, billing, reporting and file maintenance are all within the scope of responsibilities
  • Other duties as assigned by the Director 



  • Bachelor's degree or minimum two years of directly related experience in pre-award and/or sponsored programs administration.
  • Demonstrated customer service focus with the ability to interact and collaborate with multiple constituencies as well as capacity to work with a high degree of independence and within a deadline driven, multi-tasking operating environment.
  • Excellent communication (both verbal and written) and interpersonal skills with the proven ability to problem-solve and effectively operate in a senior administrative role.
  • Must be highly organized, detail oriented, enthusiastic, and a personable individual with the ability to interact with diverse internal and external constituents.
  • Experience with Microsoft Office applications (i.e., Excel, Word, and PowerPoint); Google tools (i.e., Gmail, Docs, Sheets, Form, etc.).


Preferred Qualifications:

  • Experience working in a Grants Management position preferred but training will be provided for all aspects of the position. 
  • Master's degree.
  • Prior experience in higher education administration.
  • Five years pre-award and/or sponsored programs administration.
  • Professional certification in research administration (CRA, CPRA).
  • Demonstrated knowledge of research administration methodologies, practices and policies, including federal regulations and statutes.
  • Knowledge of post-award to support a high-quality service throughout the sponsored research life cycle.


Physical requirements: Able to sit for long periods of time


Travel Requirements: Less than 5% annually


Review of applications to begin immediately. Please provide cover letter and resume as a single attachment.

This opportunity includes an excellent benefit package grant-supported by the SUNY Buffalo State Sponsored Programs Office/Research Foundation. We are an Equal Opportunity Employer.

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