Grants and Contracts Manager, Campus Grants Management Team (Remote)

Duke Careers•Durham, NC

13d•$69,087 - $118,608•Remote

About The Position

This position is with the Campus Grants Management Team (CGMT), a dynamic and growing unit in the Office for Research and Innovation, which provides cradle-to-grave grant management services for specifically identified departments. CGMT is dedicated to providing high quality customer service and compliant award management to our customers. Lifecycle research administrators in CGMT are more than transaction processors; they are subject-matter experts and partners with their faculty in crafting excellent proposals and managing awards in accordance with sponsor guidelines. To be a successful grant manager in CGMT, you must thrive in a fast-paced environment, ability to manage multiple priorities, and be a strong critical thinker and problem solver. This position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts with a firm grasp of rules and regulations, technical expertise, analytical skills and an aptitude for using good judgement in applying grant management practices and procedures. This position will manage a team of Grants and Contracts Administrators. The successful candidate for this position will be someone with the ability to constructively manage a team, have a strong analytical background, ability to think critically, has strong attention to detail, makes sound independent decisions, provide sound, accurate guidance to PIs and their staff, and someone who is a high level excel user. Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of research proposals. Ensure all applications meet agency and university guidelines, published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Assist with budget, budget justification, other support, and additional administrative documents. Post-award activities include meeting with faculty regularly to provide updates and guidance, validating AAR for expenses, completing detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets and closing out projects in line with university and sponsor guidelines. This position is responsible for a specified highly complex grants and contracts portfolio using discretion and independent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. Manager and team portfolio may consist of federal, non-federal, and/or international funding with varying degrees of complexity. This position is expected to manage at least two additional staff positions in addition to their own grant portfolio. All Duke University remote workers must reside in one of the following states or districts: Arizona, California, Colorado, Connecticut, Florida, Georgia, Hawaii, Illinois, Indiana, Maryland, Massachusetts, Michigan, Maine, Montana, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, South Carolina, Tennessee, Texas, Virginia, Washington State, Washington, DC, Alabama, Delaware, Iowa, Kansas, Kentucky, Minnesota, Mississippi, Missouri, Nebraska, Nevada, New Mexico, Oklahoma, Oregon, Rhode Island, Utah, Vermont, West Virginia, Wisconsin, and Wyoming.

Requirements

Work requires communication, analytical, and organizational skills generally acquired through completion of a bachelor's degree program.
Successful completion of Duke's Research Administration Academy (RAA) within 12 months of hire.
Successful completion of Advanced Grants Management (AGM) within six months following RAA completion.
Maintenance of required certifications through continuing education requirements.
Completion of required training will remain an annual performance goal until all certifications are achieved.
Work generally requires three years of relevant grants and contracts administration experience and/or leadership experience.
Advanced knowledge of grants and contracts administration.
Strong working knowledge of Microsoft Office Suite, including advanced Excel skills.
Excellent verbal and written communication skills.
Ability to effectively manage multiple priorities and deadlines.
Experience supervising, mentoring, and developing grant administration professionals.
Knowledge of federal, non-federal, and international sponsored research administration.
Understanding of research compliance, internal controls, effort management, and sponsored project accounting.
Strong critical thinking, analytical, and problem-solving abilities.
Excellent attention to detail and sound independent judgment.
Adaptability and agility in evolving regulatory and technological environments.
Commitment to exceptional customer service and collaborative partnership with faculty and staff.

Nice To Haves

Research administration education and/or certification
Certified Research Administrator (CRA)

Responsibilities

Lead Sponsored Research Administration
Pre-Award Activities (30%)
Advise Principal Investigators (PIs) regarding administrative requirements for proposal submissions.
Develop proposal budgets and budget justifications, ensuring consistency and accuracy across all proposal components.
Prepare, coordinate, and review proposals for completeness, accuracy, and compliance.
Monitor compliance with sponsor and university guidelines, including appropriate application of Facilities and Administrative (F&A) costs.
Review sponsored project submissions through institutional systems and processes to ensure compliance with university requirements.
Track proposal status and communicate deadlines and submission requirements to faculty.
Coordinate subcontract activities with collaborating organizations and institutional research administration offices.
Manage Complex Grant Portfolios
Post-Award Activities (30%)
Manage complex sponsored projects involving multiple investigators, departments, and disciplines.
Develop project management plans when appropriate to support successful project execution.
Perform monthly financial reconciliations for assigned awards.
Proactively communicate with faculty regarding financial and compliance matters and implement necessary adjustments.
Process cost transfers, salary redistributions, rebudgets, and no-cost extension requests.
Monitor and reconcile subrecipient budgets and ensure receipt of all required reports.
Maintain financial documentation in accordance with institutional retention requirements.
Manage cost sharing commitments and ensure appropriate allocation and documentation.
Oversee compliance with budget, reporting, and sponsor deadlines throughout the award lifecycle.
Coordinate establishment and monitoring of subrecipient agreements.
Address project overdrafts in accordance with university procedures.
Ensure accurate recording and management of award revenue.
Close out sponsored projects in compliance with sponsor and university requirements.
Utilize available tools and systems to monitor compliance with Duke policies.
Prepare reports and analyses for senior leadership as requested.
Lead and Develop a High-Performing Team
Management, Supervisory, and Leadership Responsibilities (40%)
Partner with the Senior Manager to ensure staff receive appropriate training and support.
Serve as the primary escalation point for grants and contracts guidance and university policy interpretation.
Serve as a key contact for faculty regarding team service delivery and performance.
Monitor team performance metrics and implement improvements where needed.
Recommend personnel actions including hiring, promotions, transfers, performance evaluations, and scheduling.
Supervise Grants and Contracts Administrators and support their ongoing performance and professional growth.
Complete performance management activities and collaborate on performance improvement efforts when necessary.
Foster a culture of collaboration, accountability, communication, learning, and professional development.
Lead a team consisting of at least two direct reports while maintaining an active grant portfolio.