Grants and Contracts Administrator

Duke Careers•Durham, NC

4d•$59,829 - $96,900•Hybrid

About The Position

The department is seeking a Grants and Contracts Administrator to join our team and play a critical role in supporting research and sponsored projects from proposal development through closeout. In this role, you’ll work closely with faculty and principal investigators (PIs) to ensure proposals are accurate, compliant, and submitted on time—and that funded projects are managed effectively throughout their lifecycle. You will be actively involved in both pre-award and post-award activities. On the front end, you’ll help develop and prepare grant and contract proposals, ensuring they meet agency and university guidelines, deadlines, and requirements. On the back end, you’ll reconcile budgets, prepare detailed financial reports, and ensure projects remain compliant with federal and institutional regulations. This role offers the opportunity to manage a portfolio of projects, advise faculty on administrative and financial requirements, and contribute to the success of research initiatives by ensuring strong financial stewardship and compliance practices.

Requirements

Bachelor’s degree required (research or grants-related education/certification preferred)
Strong communication, analytical, and organizational skills
Ability to analyze data and formulate conclusions
Proficient in Microsoft Office (Word, Excel, PowerPoint, Access)
Ability to manage and prioritize multiple tasks and projects simultaneously
Ability to communicate effectively both verbally and in writing with all levels of the organization
Knowledge of federal rules and regulations relating to grants and contracts activity
Understanding of financial processes and reconciliation practices
Successful completion of the Research Administration Academy (RAA) Onboarding Training and registration in a learning track within the first 90 days
Ongoing completion of required training and continuing education to maintain certifications
Ability to adapt to changing technologies related to grants and contracts management

Nice To Haves

Knowledge of Duke University policies, procedures, and systems related to grants and contracts
Experience with SPS, R3, grants.duke, and SES systems
Ability to apply federal costing rules and effort allocation requirements
Familiarity with research administration processes and compliance standards
Strong project management and reporting skills

Responsibilities

Manage assigned projects and financial portfolios across the full lifecycle of grants and contracts
Develop and review budgets and budget justifications, ensuring accuracy, completeness, and consistency
Advise PIs on administrative, financial, and compliance requirements for proposal preparation and submission
Prepare and coordinate proposal components (e.g., biosketches, facilities & resources) for accuracy and completeness
Ensure compliance with agency and university submission requirements, including proper application of overhead rates
Route and review proposals through SPS to ORA/ORS for institutional approvals and signatures
Monitor project financial performance, identify issues, and recommend budget adjustments to meet sponsor requirements
Track proposal status and advise on deadlines, regulatory requirements, and research protection protocols
Develop project management plans for review by PIs or senior grants administrators
Manage budget timelines, reporting deadlines, and compliance requirements throughout the project lifecycle
Establish sub-recipient requirements and coordinate sub-agreements with ORA/ORS
Reconcile monthly budget reports and process corrections, adjustments, and cost transfers as needed
Prepare and submit rebudgeting requests and modifications in response to changing project needs
Monitor reporting compliance with sponsor and institutional regulations
Maintain financial records in accordance with document retention policies
Ensure proper handling and recording of sponsor payments in alignment with institutional procedures
Monitor patient care expenses and ensure appropriate charging to study fund codes
Interpret policies and procedures, resolve operational issues, and provide guidance within the unit
Manage overdrafts in accordance with institutional guidelines
Ensure proper revenue recording and apply revenue management standards
Close out funded projects in compliance with university timelines and requirements
Apply federal and university rules related to effort allocation and cost principles
Prepare reports for Divisional Administrator/Business Manager as requested
May supervise grants and contracts assistants or support staff