Grants and Contracts Manager

Duke Careers•Durham, NC

3d•$69,087 - $118,608•Remote

About The Position

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations. This position will be located within the School of Medicine Shared Research Administration Resource (RASR) Group and will play an active role in working with specifically identified departments to manage their portfolio of grants and contracts.

Requirements

Bachelor's degree program.
Successful completion of the Research Administration Academy (RAA) and Advanced Grants Management is required.
Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM).
Successful completion of all expected training will be an annual performance goal until complete.
Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.
Three (3) years of relevant grants and contracts experience.
Ability to learn changing technologies related to grants and contracts management.
Full command of grants and contracts systems; 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.
Understand and apply knowledge of national compliance issues to circumstances at Duke University
Understanding of asset management for funded projects as applied to Duke University policies and practices.
Able to direct others asset management and to review, troubleshoot and approve asset management.
Understand and apply basic concepts of Export controls as these relate to proposal submission and award management.
Understand and be able to apply federal rules to contract negotiations and management.
Understand and be able to apply budget management to contracts.
Understand and be able to assist others in understanding contract terminology.
Understand and be able to comply with Duke University requirements for managing Federal contracts.
Understand and be able to assist others in understanding the basic Federal and Duke University rules, regulations and requirements of IRB, IACUC, COI, IBC and Misconduct Science.
Able to clearly communicate when interacting with faculty to inform of obligations in meeting these requirements and when faculty is not complying with policies.
Able to escalate issues to higher levels when unable to get cooperation from others.
Able to establish and maintain systems to ensure timely compliance with RCR requirements.
Understand and be able to operationalize the development and maintenance of internal controls within a Duke University unit.
Able to understand and apply basic internal control concepts to daily management of Federal awards.
Understand and be able to translate concepts to actual practice at Duke University.
Understand and apply the basic concepts of clinical research in the Duke University compliance environment
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 manage complex effort scenarios resulting from multiple appointment types (VA, University).
Understand the management requirements of broadly represented aspects of Federal financial research compliance and to develop strategies for meeting compliance expectations within a dedicated unit and/or assigned portfolio.

Nice To Haves

Research or grants education and/or certification is preferred.
Certified Research Administrator preferred.
Pre-award; Post-award experience in a university/institutional setting preferred.
Experience in managing a complex and diverse grant portfolio is strongly preferred.
Ability and desire to complete Advanced Grants Management training (in most circumstances an employee will be expected to hold a RAA certification before moving into this classification).

Responsibilities

Coordinate and/or perform pre-award and/or post-award activities for a unit (school, department, division, institute, or center) that has a large, complex, and/or diverse portfolio of grants and contracts.
Ensures all applications meet agency and university guidelines and published time tables and deadlines.
Ensures proposals are entered and routed in a timely manner for further review.
Preparing and analyzing budget reports, and developing budget projections.
Adjusting and correcting assigned project budgets to meet project goals and federal requirements, providing assistance and oversight to effort management of specified project portfolio.
Manage large projects that span across multiple disciplines and faculty.
Serves as the point person for team members on grants and contracts issues as well as questions related to university guidelines.
Provide guidance to the PI on the requirements of the IRB, IACUC, COI, IBC, and research related regulations including proposal submission and award set-up. Consult with department compliance liaison as necessary.
Review proposal submissions for compliance with export controls.
Manage the subcontract process with ORA/ORS and collaborating organizations.
Develop budgets and budget justifications which include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justification which includes sub-recipient information secured from sub-agreements.
Advise the PI on administrative requirements in preparing proposal submissions.
Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness.
Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.
Review sponsored projects through SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures.
Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.
Develop project management plan for review by the PI or senior level grants administrator.
Make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
Establish sub-recipient requirements and provide on-going sub- recipient monitoring. Coordinate issuance of sub-agreements with ORA/ORS.
Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.
Establish and implement project management plans for complex projects.
Reconcile monthly budget reports, implement adjustments and inform PI and/or supervisor of corrections/adjustments that have been made.
Prepare budget projects and analysis to assist PI in financial grant management
Identify the need for cost transfers from budget reconciliation; submit/approve the cost transfers.
As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
Monitor compliance with agency and University regulations regarding reporting.
Maintain financial records per the institutional documents’ retention guidelines.
Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.
Monitor and determine appropriate charging of patient care expenses to the study fund codes.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
Manage overdrafts in line with unit procedures and institution guidance.
Ensure proper recording of revenue associated with all studies; apply revenue management standards.
Closeout all funded projects consistent with university process and timelines.
Perform overall grants monitoring using tools available to monitor compliance with Duke policies.
Submits reports to the Divisional Administrator/Business Manager when requested
Recommend various personnel actions including, but not limited to, hiring, training performance appraisal, promotions, transfers and vacation schedules.
Supervise other grants and contracts positions and support personnel.