Research and Activities Coordinator - Stony Brook University : Job Details

Research and Activities Coordinator

Required Qualifications (as evidenced by an attached resume):

Bachelor's degree (foreign equivalent or higher). Two (2) years of full-time work experience. Highly proficient, professional experience in word processing, spreadsheet management, and internet applications (i.e. Microsoft Word, Excel, PowerPoint, Google Apps, etc.). Experienced in creating and/or managing budgets.

Preferred Qualifications:

Bachelor's degree (foreign equivalent or higher) in Psychology, Social Sciences, Natural Sciences, Accounting, Business Management, or related field. Masters degree (foreign equivalent or higher) in Psychology or related science field. Administrative experience in a higher education, academic or research environment. Grants management experience with pre-awards and post-awards including but not limited to assisting with grant proposal submissions and/or managing post award activities. Experience with appointment, reappointment or termination paperwork for Research Foundation staff, students or Postdocs. Experience working with any of the following SUNY/SBU systems: MyResearch, RF Report Center, Oracle, Peoplesoft, SBU Reporting, TMS Talent Management System (TALEO), Interfolio. Experience using sponsoring agencies online submission and tracking systems such as Grants.gov, NIH eRA Commons, NIH ASSIST, NSF Research.gov, or Proposals Central. Experience working with RF/SUNY policies and procedures. Experience with Stony Brook University administrative processes with the Office of Grants Management and/or Stony Brook Foundation.

Brief Description of Duties:

The Department of Psychology is seeking a highly motivated and detail-oriented staff assistant to assist with a variety of departmental duties including but not limited to research and grant related activities. The successful candidate will serve as a liaison between the Department of Psychology and the Office of the Vice President for Research (OVPR) including the Office of Sponsored Programs, Grants Management, and Research Compliance, as well as communicating with key personnel in the College of Arts & Sciences, Procurement, Human Resources, and other academic departments as necessary.

The Research and Activities Coordinator will provide support to department members (PIs, faculty, graduate students, undergraduate students, and postdocs) in preparing grant proposals and fellowships for timely submission, as well as managing grant and Research Foundation-related tasks post-award. The Research and Activities Coordinator will also oversee the Department of Psychology undergraduate research participant pool and maintain a list of research opportunities for current students. In addition to supporting research and related initiatives, the Research and Activities Coordinator will contribute to departmental operations, including faculty appointments and reappointments, coordinating visitor schedules, planning events, and managing the day-to-day needs of the Psychology department.

The successful candidate must be able to work in a deadline driven environment with great attention to detail. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving is essential for this position. This position requires excellent organizational and communication skills.

Duties:

Grant Proposal Pre-award responsibilities:

• Contribute to the development of budget, justification, and supplemental administrative documents for funding proposals. Liaise with Stony Brook Sponsored Programs personnel as needed.

• Secure campus approvals utilizing SBU's grant proposals internal routing software (MyResearch).

• Interpret and adhere to federal and non-federal sponsor guidelines, as well as the Office of Sponsored Programs policies and procedures.

• Work closely with PIs, key personnel, and collaborators on and off Stony Brook campus including sub-awardees to ensure compliance of submission documents.

• Work in collaboration with the PIs on grant applications to ensure that all policies are followed. Assists all department PIs with the electronic submission and review of new, competing and non-competing grant applications.

• Coordinate the transfer of existing grants from other institutions to SBU for incoming faculty in Psychology.

• Send periodical announcements to department researchers regarding internal and external grant proposal opportunities.

• Provide reports to the Department Chair and Assistant to the Chair regarding grant proposals pre- and post-award as needed.

Post-award responsibilities:

• Assisting faculty and researchers with grant related administrative tasks and reports.

• Work closely with the OVPR post-award team to ensure compliance in use of funds per the sponsor's guidelines and approved budget.

• Prepare documents for award renewals, no-cost extensions, and renewal of sub-award contracts. Work with PIs and communicate with sub-awardees on annual budgets for each new project year as necessary.

• Assist/advise PIs on award status and use of funds.

• Assist with recruitment and onboarding of research lab support staff (i.e. research staff, postdocs, students, etc.).

• Process Research Foundation paperwork for lab personnel (staff, students, postdocs, faculty, summer salaries, etc.) paid on department held grants including appointments, reappointments, terminations, and extra service applications. Monitor and process deadline driven employee change forms to ensure uninterrupted payroll.

• Provide grant holder information to the graduate office in Psychology to ensure graduate students are funded.

Department Research Opportunities and Subject-pool:

• Maintain a spreadsheet of research opportunities for undergraduate students and volunteers (PSY 273), and update as needed on a rolling basis.

• Oversee the department of Psychology research participant subject pool, including credit tracking on Sona Systems, answering questions, and communicating with department members about upcoming deadlines.

• Maintain all user accounts in Sona Systems (research participant recruitment system).

• Create the department mass-testing survey each fall and spring semester and disseminate resulting data to all researchers.

• Maintain annual (or bi-annual) IRB approvals for department mass testing procedures.

Psychology Department General Duties:

• Assist with coordination of department events, speakers, and visitors as needed (i.e. create flyers, announce seminars, suggest updates to web page, scheduling, and other related activities).

• Assist with department recruitment activities, appointments, reappointments, promotion packages.

• Assist with departmental activities including student research fairs, research recruitment events, commencement ceremony planning, admitted student days, Giving Day, etc.

• Assist with department submissions of academic awards for faculty and students, including communication with the financial aid office for students awards that require proof of financial need. Work with appropriate SBU systems to process awards, including but not limited to AVIDx (SBF funds).

• Assist with purchasing using Wolfmart system.

Other duties or projects as appropriate to rank and departmental mission.

Special Notes:

This is a full-time appointment. FLSA Non-Exempt position, eligible for the overtime provisions of the FLSA.

In addition to the employee's base salary, this position is eligible for $4000 UUP annual location pay, paid biweekly.

For this position, we are unable to sponsor candidates for work visas.

Resume/CV and cover letter should be included with the online application.

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 (631) ###-#### or visit OEA ( .

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Job Number: 2503068

Official Job Title: : Staff Assistant

Job Field : Administrative & Professional (non-Clinical)

Primary Location : US-NY-Stony Brook

Department/Hiring Area: : Psychology

Schedule : Full-time

Shift : Day Shift Shift Hours: : 8:30am-5:00pm :

Posting Start Date : Aug 27, 2025

Posting End Date : Sep 10, 2025, 11:59:00 PM

Salary: : $58,000 - $60,000

Appointment Type: : Term

Salary Grade: : SL2

SBU Area: : Stony Brook University

Req ID: 2503068