GRANTS AND CONTRACTS ADMINISTRATOR

Location
Durham, NC
Posted
Apr 26, 2017
Institution Type
Four-Year Institution

GRANTS AND CONTRACTS ADMINISTRATOR
Physics

Occupational Summary

Performs pre-award and/or post award activities for the Center for Advanced Microscopy. Pre- award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements. This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. In addition to your online application, please submit a resume and cover letter to: patty.hight.davis@duke.edu

Work Performed
- Support highly multidisciplinary programs in (Arts & Sciences, Engineering, and Medical School) to develop and exploit next-generation methods for measuring localized concentrations of specific target molecules in living subjects and complex materials.
- Manager assigned projects and financial project portfolios in support of the Center.

Pre-Award Responsibilities:
- Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
- 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.
- Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.

Post-Award Responsibilities:
- Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
- Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
- Develop project management plan for review by the PI or senior level grants administrator.
- May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
- Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.

Compliance Responsibilities:
- Monitor compliance with agency and University regulations regarding reporting.
- Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards
- 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.
- Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of center.
- Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fundcodes. This must be handled in accordance with the institutions check handling process.

Financial Management and Reporting:
- Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made.
- Identify the need for cost transfers from budget reconciliation; submit 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.
- Manage overdrafts in line with unit procedures and institution guidance.
- Ensure proper recording of revenue associated with all studies; apply revenue management standards.
- Monitor and determine appropriate charging of patient care expenses to the study fund codes.
- Closeout all funded projects consistent with university process and timelines.
- Maintain financial records per the institutional documents retention guidelines.
- Submits reports to the Center Director and/or Divisional Administrator/Business Manager when requested.

Center Administration:
- Maintain liaison with project participants including, but not limited to, researchers, clinicians, managers, project personnel, and others to coordinate.
- Promote the Center in conjunction with the School's Office of Communications; write articles for publication in various media as appropriate.
- Assist in other departmental administrative tasks as needed.

Supervisory Responsibilities:
May supervise grants and contracts assistants and support personnel. Research or grants education and/or certification is preferred.

Requisition Number
401253475

Location
Durham

Duke Entity
UNIVERSITY

Job Code
2647 GRANTS AND CONTRACTS ADMINISTRATOR

Job Family Level
81

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 Employercommitted to providing employment opportunity without regard to anindividual'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 mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.

Education

Work requires communications, analytical and organizational skillsgenerally acquired through completion of a bachelor's degree program.Research or grants education and/or certification is preferred.Successful completion of Financial Services Introduction to R3,Introduction to Duke GL, Introduction to Accounting, Sponsored ResearchReporting, 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) isrequired. Employees hired into this classification without RAA trainingwill work closely with their manager to schedule and complete thetraining within 12 months of start date. The expectation is that thestaff member will maintain the requirements for their level. Failing tomeet these requirements will be addressed through the performance reviewprocess.Upon successful completion of expected training, the employee mustmaintain certification(s) by completing continuing educationrequirements.

Experience

No experience required for candidates who possess a Bachelor's orMaster's degree in a field of study directly related to the specificposition.

Auto req ID

89340BR

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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