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

Office of Research Support

Occupational Summary
Performs/coordinates pre-award and/or post award activities for central units. Pre-award activities include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations. Post-award activities include facilitating the progress of the sponsored project by safeguarding project funds.
The portfolio of projects supervised in this role will originate from faculty in the Campus schools and institutes as well as faculty from the School of Medicine and School of Nursing, which require a deep understanding of the policies and procedures of both the Office of Research Administration (ORA) and the Office of Research Support (ORS).
As part of a newly formed unit to address international grants administration, this position will engage in face-to-face service with international grant administration staff and faculty to develop, improve and support the University's ability to operate and manage international projects.
The ability to collaborate with other internationally focused researchers and staff to solve problems by producing compliant, replicable, and creative solutions is essential. This position reports to the Associate Director of International Research Administration and the Directors of ORA and ORS.
This position may provide team leader support and/or supervision to a small group of staff.

Work Performed
  • Develop and/or facilitate workshops and training initiatives in proposal preparation, award management, responsible conduct of research, conict of interest, export controls, international issues, etc.
  • May assist with the training of Grants & Contracts personnel as well as initial review of their work.
  • May supervise or coordinate work of designated employees.
  • Proposal Review and Approval - Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations.
  • Review changes to proposal budgets for accuracy, correct rates, and allowability of items proposed. Request any required changes when issues are identied.
  • Review the Duke Proposal Approval Form (DPAF) to ensure that non- central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.
  • Ensure proposed cost-sharing is required, approved and properly documented.
  • Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.
  • Communicate with the project's designated administrator on issues discovered in the review.
  • Review the proposal to ensure the completed proposal package meets sponsor submission standards.
  • Award Review and Negotiation - Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc.
  • Negotiate any terms that are unacceptable to the University.
  • Communicate with the project's PI or designated administrator on issues related to the award.
  • Review award and project for compliance requirements
  • Prepare subcontracts and amendments and communicate with the project's PI or designated administrator on subaward issues.
  • Establish appropriate fund codes and subcode structure to ensure accurate assignment of F&A and assist in overall ease of award management.
  • Ensure that the correct activity attribute is designated so that accurate reporting can be done.
  • Ensure that fund codes are established within the proper series in order to assist in maximizing the University's overhead recovery and to support reporting.
  • Assign cost object and enter Master Data and Workload Assignment in accordance with the Sponsor's terms and conditions and University's policies and procedures.
  • Financial and Administrative Management - Review and approve invoices, letter of credit draws, nancial reports, billings, and property reports to granting agencies on a timely basis as required by regulation or contractual agreement in coordination with departments.
  • Review and approve payment and management of subrecipient awards.
  • Review and approve destination of revenue received from Sponsors and determine appropriate General Ledger Account.
  • Ensure timely and appropriate closeout of sponsored projects per university and sponsor requirements.
  • Plan departmental budget needs by analyzing workload plans on both a short and long range basis including recommendations to increase efciency in processes.
  • Assist departments in the monitoring for compliance of sponsored projects to include compilation of Master Data and allocation of approved budget; monitor and verify expenditures; ensure compliance with University policies and procedures and Sponsor's terms and conditions. Decisions in this area can typically impact the organization's nances, public relations, and reputation.
  • Maintain interface with Departmental Administrator personnel and/or Principal Investigator to coordinate operational activities to ensure adequate adherence by department to approved budget including cost- shared salaries, purchases of capital equipment, variances in budget allocations, and limitations or exclusions imposed by Sponsor.
  • Determine Sponsor's scal requirements, review approved budget and allocate funds; monitor, review, and reconcile expenditures of budgeted funds; ensure compliance with University policies and procedures and Sponsor? s terms and conditions. Decision in this area can typically impact the organizations' cash ow at the institutional level.
  • Render invoices, letter of credit draws, nancial reports, billings, property and patent reports to granting agencies on a timely basis as required by regulation or contractual agreement in coordination with departments.
  • Communicate with the project's assigned nancial administrator on any nancial issues related to a project.
  • Ensure timely and appropriate closeout of sponsored projects per university and sponsor requirements.
  • Assist with timely nal technical and patent reporting of sponsored projects per university and sponsor requirements
  • Monitoring and Compliance Oversight - Monitor awarded/funded projects for compliance within the regulatory framework established for the University and its components
  • Monitor awards made to subcontractors, payment & management of sub- recipient awards, effort reporting, etc.
  • Provide oversight regarding all nancial compliance.
  • Monitor nancial transactions for certain categories of expenditures to ensure compliance with applicable regulations.
  • Keep abreast of changes involving internally and externally imposed policies and procedures and ensures that sponsored projects are administered in accordance with such policies.
  • Interpret policies regarding allowable costs.
  • Work to resolve instances of discovered nancial non-compliance.
  • Investigate non-fraudulent nancial compliance questions/issues using available resources
  • Supervisory Responsibilities: May supervise other grants and contracts positions and/or support personnel.

This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Requisition Number


Duke Entity

Job Code

Job Family Level


Full Time / Part Time

Regular / Temporary


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 identity, national origin, race, religion, sexual orientation, or veteran status.


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 to Research, Financial Services Introduction to R3,Introduction to Duke GL, Research Administration at Duke,etc (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. Must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.Certified Research Administrator preferred


Work generally requires three years of relevant grants and contracts experience particularly with sponsors who fund international research activities outside of the United States including domestic sponsors such as NIH, NSF/USAID.

Skills: - Ability and desire to complete Advanced Grants Management training (cases in most an employee will be expected to hold a RAA certication before moving into this classication)

* Demonstrated skills in analyzing data and formulating conclusions

* Learn changing technologies related to grants and contracts

* Command of grants and contracts systems; requires solid working knowledge of MS Ofce Suite (Word, Access, Excel, Power Point)

* Communicate verbally and in writing with all levels of the organization

* Understand and apply knowledge of national compliance issues to circumstances at Duke University

* Understand and apply basic concepts of Export controls as these relate to proposal submission and award management

* Understand and apply federal rules to contract negotiations and management

* Understand and apply budget management to contracts and understand terminology

* Understand and comply with Duke University requirements for managing Federal contracts

* Understand and assist others in understanding basic Federal and Duke University rules, regulations, requirements of IRB, IACUC, COI, IBC and Misconduct Science

* Clearly communicate when interacting with faculty to inform of obligations in meeting requirements and when faculty is not complying with policies

*Establish and maintain systems to ensure timely compliance with RCR requirements

* Understand and operationalize the development and maintenance of internal controls within a Duke University unit

* Understand and apply basic internal control concepts to daily management of Federal awards

* Understand and translate concepts to actual practice at Duke University

* Understand and apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards

* Understand and manage complex effort scenarios resulting from multiple appointment types (PDC, VA, University)

* Understand the management of broadly represented aspects of Federal nancial research compliance and develop strategies for meeting compliance expectations of a dedicated unit and/or assigned portfolio

* Maintain high respect and professionalism in managing a culturally diverse portfolio of sponsors/collaborators.

Auto req ID


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.


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