Award Establishment Supervisor - [Internal Only]

Location: Albany, NY Category: Sponsored Funds Administrators Job Type: Full-time Posted On: Mon Aug 10 2026 Job Description:

Function & Scope:

Reporting to the Director of Sponsored Program Services, incumbent will provide team leadership and serve as the subject matter expert to the Award Establishment (AE) team. Responsible for supervision and coordination of the accounts establishment function to include staff oversight, interpreting sponsor guidelines, monitoring activities, assistance to the account establishment staff and Contract & Grant Administrators in processing of awards. The Award Establishment Supervisor also has a dedicated campus workload. Must be able to interpret policies and procedures as the work is diversified and requires decisions to comply with sponsor regulations. Responsible for all central office and enterprise-wide award/account activities (including 650 and 660 accounts); as well as the transactional administration of the Grants and Agreements modules within SUNY PACS.

Duties:

• First line supervision of Award Establishment staff including but not limited to the following:

• Coordinate and prioritize workflow within the Award Establishment (AE) unit. Provide input on recruitment and training of new AE staff and interns, determining campus assignments, managing work coverage for the unit, and ensuring accuracy of reports and procedures. In addition to managing the Award Establishment unit, supervisor must manage their own campuses portfolio as well.

• Approve routine campus requests processed by other AE staff, ensuring that requests are allowable under sponsor guidelines, are within RF policies and are made by authorized campus staff.

• Lead regular review of campus PACS Agreement entries with individual team members to ensure timely follow-up on outstanding awards in process. In conjunction with staff members, identify issues requiring escalation to Contract and Grants Administrators.

• Collaborating with Accounts Receivables on new/additional contract terms and conditions, as well as establishing process.

• Collaboration with internal and external colleagues to answer campus and staff questions and issues.

• Provide support to campuses and staff with PACS questions and/or issues.

• Regularly participate in virtual meetings and calls with campuses to discuss general questions and resolve issues.

• Meet regularly with supervisor to discuss internal and external issues and questions

• Have primary responsibility for the development and ongoing maintenance of the Award Establishment manual for central office staff, including drafting procedure updates as required.

• Develop and maintain internal procedures for the centralized accounts establishment process, assuring efficient functioning of the unit. Proactively identify and suggest process improvements and increased use of technology.

• Draft campus guidance for award establishment procedures. Communicate new or updated procedures to campus(es) as appropriate.

• Coordinate and prepare reports for management, make recommendations for policies and procedures in the unit's area of activity.

• Generate and prepare for processing weekly, monthly and quarterly reports.

• Assist Contract and Grant Administrators with preliminary agreement review.

• Independently identify missing information and request the same from campus and/or sponsor when necessary.

• Under the direction of C&G Administrators, negotiate routine changes to agreement directly with the sponsor.

• Serve as lead and liaison for training centralized campus staff on AE processes and procedures. Investigate training requests and partner with other central office OSPS staff and the HR training group to construct and conduct training. Serve as OSPS point person on AE training projects. Responsible for compiling necessary training materials and internal process documentation in support of training efforts

• Maintain responsibility for the accurate and timely establishment of all awards for assigned centralized locations.

• Review, analyze, obtain missing 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 of 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.

• Ensure date-sensitive payroll requests are completed in a timely manner.

• Participate in cross-functional teams and projects as necessary.

• Manage and facilitate AE staff work loads during high volume periods.

• Be an effective team player by working with other team members to accomplish the above objectives. Project a positive image of the OSPS office and the RF through the daily performance of the above activities.

• Participate in and complete other projects and activities as may be assigned by the Director.

Job Requirements:

Education & Experience:

Position requires a bachelor's degree with experience in a sponsored programs environment, and outstanding analytical and communication skills, or equivalent experience. At least 5 years of progressively responsible experience working in an account establishment function is desired. Knowledge of the ORACLE grants management system or experience with databases and other related computer tools is preferred. Additional experience may be substituted for degree requirement.

Additional Information:

As an Equal Opportunity / Affirmative Action Employer, The Research Foundation for SUNY will not discriminate in its employment practices due to an applicant's race, color, creed, religion, sex, pregnancy-related conditions, reproductive health decisions, childbirth or related medical conditions, sexual orientation, gender identity or expression, transgender status, age, national origin or ancestry, marital status, familial status, citizenship, physical and mental disability, prior arrest or conviction record, genetic characteristics/genetic information, predisposition or carrier status, domestic violence victim status, military status or service, veteran status, or any other characteristics protected under federal, state or local law. The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

The Company will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.

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.