Limited Submissions Specialist

Job Description - Limited Submissions Specialist (2603609)

Limited Submissions Specialist

Required Qualifications (as evidenced by an attached resume):
Bachelor’s degree (foreign equivalent or higher) in a relevant field. Four (4) years of full-time, progressive experience in research development, pre-award research administration, or grant/project management within a research-intensive institution, federal funding agency, or research enterprise. Exceptional written and oral communication skills, with a demonstrated ability to write clear institutional guidelines and correspondence. Advanced proficiency with Microsoft Office Suite (Word, Excel, PowerPoint), including data compilation and reporting.
Preferred Qualifications:
Advanced degree (foreign equivalent or higher) in a STEM, Social Sciences, or related academic/administrative discipline. Additional years of full-time, progressive experience in research development, pre-award research administration, or grant/project management within a research-intensive institution, federal funding agency, or research enterprise. Demonstrated experience managing complex internal review processes, limited submission competitions, or seed grant programs from program identification through final nominee selection and external award status.

Hands-on expertise administering web-based competition management software (e.g. Info Ready Review, REDCap, or similar institutional submission platforms). Proficiency with major funding search databases and research intelligence tools (e.g. Pivot-RP, Grant Forward, NIH RePORTER, NSF Award Search).
Brief Description of Duties:
Working within the research development team in the Office of Proposal Development (OPD) in the Office for Research and Innovation (OR&I), the Limited Submissions Specialist will provide strategic support for research development services at Stony Brook University. We seek a solution-driven professional who has strong project management or research administration experience and knowledge of externally sponsored awards. The successful incumbent will be proactive and creative with a strong customer service ethic and possess excellent oral/written communication skills.

Essential for this role is the adeptness to work independently as well as part of a team with a collaborative approach to problem-solving.
The Office of Proposal Development's primary focus is on large-scale and/or complex proposals involving multiple departments and external collaborators. OPD also supports early career investigators in launching or bolstering funding for their research program(s). OPD provides comprehensive assistance to Stony Brook researchers and their staff in finding funding opportunities, supporting the proposal development process, and serving as a conduit for processes and communications during the development of their grant application.

The Limited Submissions Specialist will work closely with the Office of Sponsored Programs, the Office for Strategic Research Initiatives, and will collaborate with campus constituencies involved in grant-funding activities. Therefore, having experience effectively multitasking in a fast-paced, deadline-driven environment with a high degree of accuracy and organization is imperative for success in this role.

• Administration of Institutional Limited Competitions & External Funding Discovery:
  • Analyze institutional research strengths and historical submission success to strategically select, prioritize, and advertise limited submission opportunities.
  • Oversee the end-to-end management of internal competitions for limited submission funding opportunities across all academic disciplines.
  • Maintain a comprehensive, up-to-date schedule of recurring and emerging limited submissions using university management software (e.g. Info Ready).
  • Develop and issue internal calls for proposals, track intent-to-apply submissions, and verify applicant eligibility and compliance.
  • Recruit and manage peer review panels, maintain a database of volunteer faculty reviewers, compile review scoring/feedback, and facilitate review committee meetings.
  • Establish, evaluate, and update institutional policies and workflows for limited submissions to ensure equitable, transparent, and rigorous peer review processes.
  • Draft and send institutional nomination and non-selection letters, providing constructive reviewer feedback to applicants.
  • Keep the OPD Limited Submissions web portal and internal dashboards updated with current guidelines, deadlines, and…