Grants and Contracts Administrator - Psychiatry & Behavioral Sciences

Duke Careers•Durham, NC

2d•Remote

About The Position

This position is within the School of Medicine Shared Research Administration Resource Group and will manage a portfolio of grants and contracts for specifically identified departments. The role involves guiding faculty and principal investigators through the full lifecycle of sponsored projects, including pre-award activities like proposal development and submission, and post-award activities such as budget reconciliation, financial reporting, and ensuring compliance with agency and university guidelines. The position offers the option to be 100% remote, with candidates required to reside in approved states for remote work.

Requirements

Bachelor's or Master's degree in a field of study directly related to the specific position (if possessed, no experience required).
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.
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.
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.
Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.

Nice To Haves

Pre-award and post-award experience preferred.
Certified Research Administrator is a plus.
University/Institutional experience is a plus.
Research or grants education and/or certification is preferred.

Responsibilities

Assist 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.
Perform detailed reconciliation of assigned project budgets.
Prepare complex budget reports.
Prepare adjustments and corrections in assigned project budgets for further review and approval.
Manage and oversee an assigned portfolio of complex grants and contracts.
Develop budgets and budget justification, proofing for inconsistencies and ensuring accuracy.
Prepare and submit grants and contracts through the pre-award process utilizing both Sponsor and Duke regulations.
Advise 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.
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 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 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 cost transfers resulting from budget reconciliation.
Prepare and submit requests for re-budgeting/modifying the funded project as requirements change.
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.
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.