Grants and Contracts Administrator

Duke Careers • Durham, NC

1d • $59,829 - $96,900 • Hybrid

About The Position

The Duke Quantum Center (DQC) is seeking a detail-oriented and collaborative Grants and Contracts Administrator who will provide comprehensive pre- and post-award support for sponsored research activities. This role partners closely with faculty and Principal Investigators (PIs) to ensure the accurate preparation, submission, and management of grants and contracts in compliance with sponsor, federal, and University requirements.
The Research Administrator will manage a portfolio of complex awards, applying strong analytical, technical, and regulatory expertise to support financial stewardship, operational excellence, and the advancement of quantum research initiatives.

Requirements

• This role requires strong communication, analytical, and organizational skills, along with the ability to manage multiple priorities in a fast-paced research environment.
• These skills are generally acquired through completion of a bachelor’s degree program.

Nice To Haves

• Demonstrated experience in pre-award and/or post-award grants management within a research-intensive environment, preferably at Duke or a comparable institution.
• Strong knowledge of federal regulations, sponsor requirements, and University policies governing sponsored research.
• Ability to analyze financial data, manage complex budgets, and provide clear guidance to faculty and leadership.
• Experience using research administration and financial systems such as SPS, SAP, Grants, Duke@Work, and SES.
• Proficiency in Microsoft Office Suite and cloud-based platforms, with the ability to quickly learn evolving technologies related to grants and contracts management.

Responsibilities

• Provide comprehensive pre-award administration by advising Principal Investigators on administrative, financial, and institutional requirements related to proposal preparation and submission, developing and justifying proposal budgets, reviewing proposal components for completeness and accuracy, verifying indirect cost rates and financial data, and ensuring proposals routed through institutional systems receive proper approvals and meet sponsor, federal, and University compliance standards. Track proposal timelines and guide investigators on submission deadlines and research protection protocol requirements.
• Manage post-award financial and grant administration activities from award set-up through closeout, including monitoring fiscal performance, analyzing expenditures, identifying potential issues, recommending and processing budget revisions, administering cost-sharing commitments, reconciling monthly financial statements, preparing cost transfers, and submitting rebudgeting or award modification requests as project or sponsor needs evolve. Ensure appropriate charging of expenses, accurate revenue recording, effective management of overdrafts, and timely completion of sponsor and University reporting requirements.
• Coordinate subrecipient administration by establishing financial and reporting requirements, facilitating issuance and monitoring of sub-agreements in collaboration with ORA and ORS, reconciling subrecipient budgets, and ensuring receipt of required financial and technical reports prior to closeout.
• Apply federal and University regulations related to effort allocation, costing principles, and financial stewardship for personnel supported in whole or in part by sponsored funds, ensuring compliance with all applicable guidelines throughout the award lifecycle.
• Provide administrative, compliance, and operational support by developing and maintaining project management plans, reviewing site-based research charge assignment grids, maintaining financial and administrative records in accordance with document retention policies, ensuring proper handling and recording of sponsor payments in compliance with University cash-handling standards, interpreting departmental policies, resolving operational issues, and preparing financial and administrative reports for the Program Director, Principal Investigator, or senior leadership as requested.

Benefits

• Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.
• Learn more at: https://hr.duke.edu/benefits/

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level