Grants and Contracts Manager

Duke Careers • Durham, NC

16h • $67,732 - $116,282

About The Position

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Duke University is looking for a Grants and Contracts Manager to lead a large, complex, and diverse portfolio of sponsored projects—spanning multiple disciplines, faculty, and collaborating institutions. You will be the trusted go‑to partner for PIs and department leadership, ensuring that proposals and awards are accurate, compliant, on time, and financially sound throughout the full grant lifecycle.

You’ll make a measurable impact by safeguarding compliance, informing strategic decisions with clear financial insights, and freeing up faculty to focus on discovery.

Requirements

• Education/Training: Bachelor’s degree is generally required. Research or grants education and/or certification preferred.
• Experience: Minimum 3 years of relevant grants and contracts experience.
• Required Duke Training: Successful completion of Research Administration Academy (RAA) within 12 months of hire and Advanced Grants Management (AGM) within an additional 6 months; ongoing maintenance of RAA and AGM via continuing education.
• Communication/Organization: Demonstrated communications, analytical, and organizational skills.

Nice To Haves

• Certification: Certified Research Administrator (CRA) preferred.
• Portfolio Leadership: Experience managing mid‑ to large‑scale, complex sponsored portfolios and cross‑disciplinary projects.
• Supervision: Prior experience supervising grants/finance staff or leading project teams.
• Systems & Tools: Full command of grants and contracts systems; strong MS Office (Word, Excel, PowerPoint; Access a plus).
• Regulatory Mastery: Working knowledge of federal regulations (e.g., Uniform Guidance), export controls, clinical research compliance in the Duke environment, subrecipient monitoring, cost sharing, effort certification, and closeout requirements.
• Financial Acumen: Budget development, projections, variance analysis, cost transfers, revenue recognition, asset management, and patient‑care charging to study funds.
• Project Management: Ability to prioritize multiple deadlines, build timelines, and keep complex projects on track.
• Stakeholder Communication: Clear written/oral communication across faculty, staff, and central offices; ability to escalate appropriately.

Responsibilities

• Coordinate and manage multi‑PI, multi‑site projects; serve as the point person for all grants/contracts questions and Duke policy interpretation.
• Guide proposal development (budgets, justifications, biosketches, facilities/resources), ensure compliance (IRB, IACUC, COI, IBC, export controls), and route through SPS to ORA/ORS.
• Set up awards, create detailed budget projections, and monitor fiscal performance; reconcile ledgers, correct errors, manage overdrafts, and prepare financial reports and re-budget requests.
• Lead subrecipient management (risk assessment, requirements, agreements, monitoring, and closeout) and coordinate with ORA/ORS and external partners.
• Oversee effort management across complex appointment types (PDC, VA, University); ensure allocability, allowability, and timely certifications.
• Establish internal controls, SOPs, and revenue management standards; ensure accurate handling of sponsor payments and compliant closeouts.
• Supervise and mentor grants staff; balance workloads, set priorities, and elevate issues when needed.
• Advise PIs on sponsor and Duke requirements; prepare/coordinate proposal components (budgets, justifications, biosketches, facilities & resources); ensure accuracy, internal consistency, and inclusion of subrecipient documents.
• Review for compliance with export controls; route proposals through SPS to ORA/ORS for institutional approvals and timely submission.
• Develop award management plans; confirm appropriate F&A/overhead rates; monitor protocol approvals and related deadlines (IRB, IACUC, COI, IBC); communicate new WBSEs to stakeholders.
• Establish and maintain internal controls and SOPs for award administration, sponsor check handling, and document retention.
• Reconcile ledgers monthly; prepare projections and variance analyses; identify and process necessary adjustments and cost transfers in compliance with sponsor and Duke policies.
• Advise PIs on budget revisions and re-budgeting; ensure accurate revenue recognition and manage overdrafts per unit and institutional guidance.
• Set subrecipient requirements, coordinate issuance of sub agreements with ORA/ORS, and perform ongoing monitoring; ensure timely invoicing, reporting, and closeout.
• Apply federal rules to contract negotiations/management; ensure allowability/allocability of subrecipient charges and close all subrecipient budgets at project end.
• Guide effort planning and certify effort for individuals paid fully/partially by federal awards; manage complex effort across PDC/VA/University appointments.
• Ensure compliance with Duke’s RCR and research compliance expectations; escalate noncompliance and support corrective action.
• Track reporting/compliance timelines; coordinate technical and financial reports.
• Close awards on time with complete reconciliations, final reports, asset disposition, and records retention per policy.
• Distribute work, set priorities, and ensure adequate coverage, tools, and space; interpret policies and resolve operational issues.
• Recommend personnel actions (hiring, performance, promotion, transfers, vacation schedules) and provide coaching and feedback.
• Supervise grants and contracts staff and administrative support personnel; mentor to build bench strength and consistency across the unit.

Benefits

• Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level