Grants and Contracts Administrator

Duke Careers•Durham, NC

2d•$59,829 - $96,900•Remote

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 proposals, grants, and contracts in compliance with sponsor, federal, and University requirements. The Grants and Contracts Administrator will manage a portfolio of complex proposals, awards, applying strong analytical, technical, and regulatory expertise to support financial stewardship, operational excellence, and the advancement of quantum research initiatives.

Requirements

Strong communication, analytical, and organizational skills
Ability to manage multiple priorities in a fast-paced research environment
Completion of a bachelor’s degree program

Nice To Haves

CRA, CFRA, and/or CPRA preferred.
No additional experience is required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.
Three or more years of related experience is preferred.
Experience in pre-award and/or post-award grants management within a research-intensive environment, preferably at Duke or a comparable institution.
Prefer experience working with NSF, DOE, DOD, industry, and similar partners.
Strong knowledge of federal regulations, sponsor requirements, and University policies governing sponsored research.
Ability to independently organize and analyze financial data, manage complex budgets, proactively provide clear guidance to faculty and leadership, and efficiently manage multiple projects and priorities simultaneously.
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, including OneNote and Sharepoint, 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 Duke 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, 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.