Grants and Contracts Administrator

Duke Careers•Durham, NC

1d•$61,026 - $98,838•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, reporting, and adjustments. The position requires managing complex grants and contracts using knowledge of relevant rules, regulations, technical expertise, and analytical skills. The role emphasizes collaboration and adherence to agency and university guidelines.

Requirements

Bachelor's degree program completion for communications, analytical, and organizational skills.
Proficient use of computers; solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
Ability to analyze data and formulate conclusions.
Ability to learn changing technologies related to grants and contracts management.
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 the Research Administration Academy (RAA) Onboarding Training and registration in a learning track within the first 90 days is required.
Maintain certification(s) by completing continuing education requirements upon successful completion of expected training.

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.
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.

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, ensuring accuracy and consistency.
Prepare and submit grants and contracts through the pre-award process, adhering to Sponsor and Duke regulations.
Advise faculty/PI on administrative requirements for 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.
Monitor compliance with agency and University regulations regarding submission and verify financial information, including overhead rates.
Review sponsored projects through Sponsored Projects System to Office of Research Administration.
Participate in study initiation meetings to 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.
Advise faculty/PI on budget adjustments and revisions.
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.
Establish sub-recipient financial and reporting requirements and coordinate issuance of sub-agreements.
Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments.
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 institutional documents’ retention guidelines.
Monitor and determine appropriate charging of patient care expenses to study cost objects.
Manage overdrafts in line with unit procedures and institution guidelines.
Ensure proper recording of revenue associated with all projects.
Close all funded projects consistent with university processes and timelines.
Develop project management plan for review.
Make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
Ensure process (SOP) is in place for proper handling and tracking of Sponsor payments.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions.
Apply federal and university rules to appropriately manage effort for individuals compensated from sponsored awards.
Submit reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager when requested.