RESEARCH ADMINISTRATION MANAGER

Location
Durham, NC
Posted
Apr 13, 2017
Institution Type
Four-Year Institution

RESEARCH ADMINISTRATION MANAGER
Sponsored Programs

Occupational Summary

The Billing & Reporting Manager owns primary responsibility for all invoicing and financial reporting functions within their assigned billing section and individual portfolios. This position provides direct managerial oversight to Billing & Reporting team members, including both operational responsibility for the assigned workload activity and overall performance management. The Billing and Reporting Manager is an integral partner in the Office of Sponsored Programs (OSP), working closely with the Associate Directors and Customer Support Liaisons, in providing responsive, accurate and professional financial and management support to all internal and external customers.

Work Performed
  • Ensures award portfolios are assigned timely and are equitably maintained across the billing section,
  • Prepares, reviews and/or approves routine/final invoices and financial reports based on the monthly workload assignments for the section (inclusive of all workload items); reviews and approves other financial transactions through workflow; provides the Associate Director with regular status updates on workload completion/at risk workload items (at least once monthly),
  • Maintains accurate and current 'Departmental Reporting Requirements' data in Duke's financial system (SAP) for all codes within the billing section's assigned portfolio,
  • Utilizes SAP management/reporting tools on a continual basis to review/analyze for completeness of billing & reporting records created; verifies/ensures accuracy of related data in the Closeout Notification System (CONS),
  • Directly manages section team members, providing first-line responses to all issues raised by them; ensures consistent practices with internal and external procedure/policy - remaining abreast of fast paced, implemented changes in practices; ensures strong consistent performance by the section's billers,
  • Provides timely, clear, accurate and courteous assistance to all internal and external partners to resolve matters related to the section's activities and portfolio; responds with a professional and helpful tone (both in verbal and written) communication,
  • Partners with the Liaison Customer Support Team in responding to inquiries from sponsors, including but not limited to questions related to invoicing or reporting issues,
  • Assists in ensuring compliance with policies set forth by the university and/or external agencies; participates on teams to establish/maintain procedures and guidelines for OSP operations,
  • Actively participates in the leadership of the office by setting an example of excellent customer support; analyzes operational processes to highlight areas in need of efficiency improvements,
  • Performs other assignments as requested by office leadership.


Requisition Number
401230684

Location
Durham

Duke Entity
CENTRAL ADMIN MANAGEMENT CTR

Job Code
2628 RESEARCH ADMINISTRATION MANAGER

Job Family Level
82

Exempt/Non-Exempt
Exempt

Full Time / Part Time
FULL TIME

Regular / Temporary
Regular

Shift
First/Day

Minimum Qualifications
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status. Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Education

Education: Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Research or grants education is preferred. Training: Successful completion of required department training such as GC101& 201 Introduction to Research, Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) and Advanced Grants Management and eCrt 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 for RAA and an additional 6 months for 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. Certified Research Administrator preferred

Experience

Work generally requires three years of relevant grants and contracts experience.

Skills:
  • Knowledge
    • Solid understanding and application of applicable Federal and sponsor specific regulations/laws and guidance relating to extramural funding (e.g., Uniform Guidance - 2 CFR 200; Federal Demonstration Partnership; Department of Health and Human Services; National Science Foundation; Department of Defense, Department of Education and more)
    • Ability to interpret and apply post award guidance from Duke University policies and procedures
    • Understanding and application of basic internal control concepts, including adequacy and completeness in documentation
    • Understanding of broad concepts related to many aspects of Federal financial research compliance and assist leadership in functionalizing those concepts into processes and strategies for meeting compliance expectations.
  • Communication
    • Ability to communicate effectively both verbally and in writing with all levels of the organization
    • Understand when to escalate issues to leadership, when necessary
  • Analytical
    • Ability to analyze large amount of data, formulating conclusions and provide summary level reports as needed
  • Organizational
    • Ability to manage and prioritize multiple projects/tasks simultaneously
    • Ability to work as a team member and individually, depending upon the tasks or goals at hand
  • Team Player
    • Willingness to be a team leader or collaborator utilizing appropriate time/resource management having a high regard of personal responsibility with respect for confidentiality
  • Systems
    • Ability to learn and apply changing technologies related to research administration management
    • Knowledge of research administration automated processes/systems
    • Knowledge of processes and systems related to or involved in the management of cost-sharing, indirect costs, effort allocations and more
    • Solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point)
    • Solid working knowledge of organizational financial systems (SAP or other similar systems)



Auto req ID

87452BR

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, genetic information, gender, gender expression, gender identity, national origin, race, religion, sexual orientation, or veteran status.

Essential Physical Job Functions: Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

PI97509820