Grants and Contracts Administrator

Duke Careers • Durham, NC

1d • $61,026 - $98,838 • Remote

About The Position

This position will be located within the School of Medicine Shared Research Administration Resource Group and will play an active role in working with specifically identified departments to manage their portfolio of grants and contracts. The role involves both pre-award activities, such as assisting faculty/PI in the development, preparation, and submission of grant and contract proposals, ensuring compliance with agency and university guidelines and deadlines, and post-award activities, including detailed reconciliation of assigned project budgets, preparing complex budget reports, and making adjustments to meet project goals and federal requirements. The position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. This position has the option to be 100% remote, with candidates required to reside in specific states: AL, AZ, CA, CO, CT, DE, FL, GA, HI, IA, IL, IN, KY, LA, MD, MA, MI, ME, MO, MT, NH, NJ, NY, NC, OH, OR, PA, RI, SC, TN, TX, VA, VT, WA, Washington DC & WI.

Requirements

• Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
• Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required.
• Successful completion of the Research Administration Academy (RAA) is expected. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date.
• No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.
• Ability to analyze data and formulate conclusions.
• Ability to learn changing technologies related to grants and contracts management.
• Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
• Ability to communicate both verbally and in writing with all levels of the organization.
• Ability to manage and prioritize multiple projects/tasks simultaneously.
• Ability to create verbal and written reports.
• Knowledge of federal rules and regulations relating to research grant and/or contract activity.
• Knowledge of Duke University policies and procedures relating to grant and contracts activity.
• Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.
• Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
• Understand and be able to apply costing rules and regulations to federally funded projects.
• Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties.
• Understand financial processes and controls including the reconciliation process.

Nice To Haves

• Institution and/or university setting experience preferred.
• Pre-award and post-award experience strongly preferred.
• Research or grants education and/or certification is preferred.
• RAA required in addition to 2 electives to prepare for AGM is required. AGM must be completed within 12 months. (For Associate Tier)
• RAA and AGM required. Expected to attend all the appropriate internal updates. (For Senior Tier)
• RAA and AGM required. Expected to attend all the appropriate internal updates. (For Lead Tier)

Responsibilities

• Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals.
• Ensure all applications and contracts meet agency and university guidelines and published time tables and deadlines.
• Ensure proposals are entered and routed in a timely manner for further review.
• Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.
• Managing and overseeing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.
• Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
• Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. Follow through to submission to Sponsor.
• Advise the faculty/PI on administrative requirements in preparing proposal submissions.
• Assist faculty/PI and study team with development of internal cost assessment and subsequent budget development and negotiation with sponsor including the use of the Clinical Research Management System, if applicable.
• Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency, accuracy, and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Review sponsored projects through Sponsored Projects System to Office of Research Administration to ensure compliance with University procedures and institutional signatures.
• Participate, as necessary, in study initiation meetings to help facilitate internal cost assessment development and budget negotiations.
• Manage assigned projects and financial project portfolios.
• Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Monitor proposal status and advise faculty/PI on requirements and deadlines associated with research protection protocols.
• Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.
• Identify and submit the cost transfers resulting from budget reconciliation.
• As requirements change, prepare and submit requests for re- budgeting/modifying the funded project. Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports.
• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional documents’ retention guidelines.
• Monitor and determine appropriate charging of patient care expenses to the study cost object(s).
• Manage overdrafts in line with unit procedures and institution guidelines.
• Ensure proper recording of revenue associated with all projects; applying revenue management standards.
• Close all funded projects consistent with university processes and timelines.
• Develop project management plan for review by the faculty/PI or senior level grants administrator.
• May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
• Ensure process (SOP) is in place within the unit for proper handling and tracking of Sponsor payments into the project cost object. This process must be handled in accordance with the institution’s current policy.
• Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
• Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
• Submit reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager when 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.

What This Job Offers

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