Contracts and Clinical Trials Specialist
Stony Brook, NY 
Posted 23 days ago
Job Description
Contracts and Clinical Trials Specialist (2002772)

Required Qualifications (as evidenced by an attached resume):

Bachelor's Degree (foreign equivalent or higher). Three (3) years of full-time experience involving grants and/or contracts in pre-awards. Experience negotiating and administering a variety of research awards. Demonstrated knowledge of federal, state, University and industry rules and regulations governing technical aspects of grants and contracts.

Preferred Qualifications:

Master's Degree (foreign equivalent or higher) in business or a related field. Five (5) years of full time experience involving grants and/or contracts in pre-awards. Experience with myResearch or other pre-awards electronic routing and submission system. Knowledge of Oracle E-Business Suite (PIAI, MAS and MPSA Reports), PeopleSoft, or Google Apps for Education. Experience with industry, private and government contracting. Experience effectively negotiating the terms and conditions of research grants, federal sub awards or contracts, including clinical trials. Experience analyzing and preparing project budgets. Experience in post-award administration.

Brief Description of Duties:

Contracts and Clinical Trials Specialists work within the scope of contracts and protocols to prepare, distribute, track and file contracts and clinical trials documents. Due to legal and ethical issues, they must adhere to stringent guidelines to make sure that contracts and trials are credible, and subjects are protected. The successful incumbent must have outstanding written, verbal, and interpersonal communication skills. Experience successfully working independently as well as part of a team with a collaborative approach to problem solving. Experience effectively multi-tasking in a fast-paced, deadline driven environment with a high degree of accuracy and organization. Strong organizational and time management skills with exceptional attention to detail. Must possess ability to thrive in a busy, high-volume, and deadline driven work team environment that requires coordination of multiple activities and the judgment and flexibility to reprioritize to accommodate emergency requests. Experience interacting with individuals at various levels within an institution as well as the general public whenever necessary. Ability to speak confidently when communicating with investigators and industry professionals.


  • Responsible for drafting, negotiating, recommending acceptance and administering of research contracts, sub awards and clinical site agreements supported by a variety of sponsors. These sponsors include local, federal, national, international, private, non-profit, public and for profit organizations. Act as University representative to sponsoring agencies and work with outside patent counsel in the process of negotiating agreements. Provide liaison between and among faculty and corporate sponsors, campus administrative offices and Central Office of the Research Foundation. Advise faculty on all facets of sub award and contract administration and assist PIs in contract proposal development, fiscal planning and management as well as patent and licensing issues. With guidance from the Contracts and Clinical Trials Specialists team, draft and negotiate incoming Clinical Site Agreements flowing down terms and conditions from sponsors.

  • Authorize the establishment of accounts and fiscal transactions pertaining to the advancing of funds, increases to the account budgets, and extensions of term dates, with and without funding. Provide post-award administrative support including expenditure approvals, accounting detail and reporting requirement information. Monitor the acceptance of costs on contracts, submission of progress reports, and review and approve closeout documents. Assist in the creation of and maintenance of an electronic library of contracts, collection of data for internal and external purposes, inputting statuses and supporting documentation where appropriate. Maintenance of a database consisting of all sponsored research initiatives.

  • Develop procedures, coordinate, formalize, implement plans to provide guidance to PIs and departmental administrators through individual or group presentations and training sessions at OSP level, with the input, approval and supervision of OSP Assistant Director for Contracts, and with the assistance of other administrative units within OVPR, to introduce or educate them on Foundation processes (development of proposals, contract negotiation, HR, grants management etc.) and requirements; gather feedback on how OSP/OVPR can assist PIs and departmental administrators with their specific needs. Maintains an awareness of, and disseminates information to management and staff on laws, regulations and nuances that may impact contracts and sub awards operations. Participates in sponsored programs administration policy discussions and recommends policy or procedural changes; revises and updates procedures for the conduct of research at the University as necessary. Assist with the enhancement of the Office of Sponsored Programs contracts and clinical trials webpage up-to-date. Act as back up for the team of contracts administrators in OSP as needed.

  • Provide training and assistance to entry level Sponsored Programs Contracts Specialists with contract processes such as proposal development, fiscal planning and management, negotiation, research compliance assurances and patent and licensing issues. Represent Office of Sponsored Programs at campus and external meetings.

  • Other duties as assigned.

Special Notes:

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. 1324b(a)(3).

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 The Office of Equity and Access (OEA) at (631) 632-6280 or visit.

In accordance with the Title II Crime Awareness and Security Act a copy of our crime statistics can be viewed.

Visit our page to learn about the total rewards we offer.

Equal Opportunity Employer, females, minorities, disabled, veterans.


Job Summary
Start Date
As soon as possible
Employment Term and Type
Regular, Full Time
Work Hours (i.e. shift)
Day Shift
Required Education
Bachelor's Degree
Required Experience
3 years
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