GRANTS AND CONTRACTS ADMINISTRATOR

Location
Durham, NC
Posted
Jun 11, 2017
Institution Type
Four-Year Institution

GRANTS AND CONTRACTS ADMINISTRATOR
DCI OFFICE OF RESEARCH SUPPORT


Position Summary
The pre-award Grants & Contracts Administrator (GCA) will report directly to the Pre-Award GC Manager and is responsible for performing pre-award financial activities for the Duke Cancer Institute (DCI), including the pre-award financial management of an assigned portfolio of clinical trials and clinical research studies.

Pre-Award Position Responsibilities

Budget Development
  • Develop a thorough start-up budget to cover costs for Duke's anticipated activity up to the point of contract execution.
  • Initiate and manage an ongoing, well-articulated conversation with the study team in order to translate the study protocol schedule into its financial equivalent, contemplating all effort and costs associated with Duke's proper performance of the protocol.
  • Timely completion of accurate internal cost assessments (ICAs), prior to developing and negotiating an external budget, in order to assess Duke's actual costs to conduct a study, and building external budgets based on that key information.
  • Develop and price external budgets and payment terms consistent with Duke policy and institutional SOPs with reasonable margins in relation to the underlying ICAs in order to cover the customary fluctuations in revenue inherent with performing clinical trials.

Budget Negotiation
  • Work with the Pre-Award GC Manager and the office of ORC to execute "pre-study" agreements with our counterparties to mitigate Duke's exposure to financial risks associated with studies that may terminate prior to contract execution.
  • Initiate and conduct assertive win-win negotiations with our research counterparties and provide substantive rationale for pricing decisions based on DCI's established standards for pricing.
  • Route all Facilities and Administrative (F&A) cost questions, concerns or considerations to the DCI's Senior Grants and Contracts Manager for review and further consideration prior to making a waiver request.

Study Team Collaboration
  • Articulate and convey financial information to the study teams in a manner that is honest, transparent and easy to comprehend.
  • Take initiative to work closely with the study teams, demonstrating an ability to make financial matters understandable to study and scientific staff, while also ensuring that study/scientific expressions made by the study team are understood in the context of our operational financial considerations.
  • Produce fiscal forecasts for the study team throughout the course of a study based on various enrollment inputs/targets.
  • Engage in an open conversation with study team leadership at study onset and throughout the course of a study regarding the solvency prospects of studies given enrollment inputs and assumptions.

Finance Team Collaboration
  • Attend pre-award team meetings, contribute to the meetings and apply newly learned information to the budget development and negotiation processes.
  • Work closely and effectively with the DCI's post-award team to ensure a smooth transition of the awarded budget and payment information to the post-award financial platform.

Training and Compliance
  • Complete the training required for this position.
  • Comply with the regulations, rules and Standard Operating Procedures for Duke Medical Center, School of Medicine, Duke Cancer Institute, the Duke Office of Clinical Research, Duke Financial Services and your department.
  • Comply with Duke's rules, regulations and responsibilities as noted in The Duke Employee Handbook and on the Duke HR website.
  • Demonstrate Professional conduct at all times in accordance with applicable policy.
  • Demonstrate exemplary written and verbal communication skills.
  • Initiate and take a proactive approach to work.
  • Demonstrate a win-win attitude within the Duke organization and with the DCI's academic and industry research partners.
  • Take ownership and accountability for the quality of their work product.
  • Articulate and convey financial information to DCI's stakeholders in a manner that is honest, transparent and easy to comprehend.
  • Think creatively, seek advice when needed and focus on finding solutions.
  • Demonstrate prudence in the stewardship of the DCI finances and take responsibility to manage resources with proper care.
  • Understand that the GCA's role directly impacts our study teams' ability to fund and manage their industry-funded research upon which our patients and their families rely.
  • Bring a positive attitude to work and seek consistently to contribute toward the best interest of the team and the DCI's overall mission.
The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Preferences

Duke financial management experience and/or at least 1-3 years of experience in the management of clinical research projects.


Requisition Number
401227331

Location
Durham

Duke Entity
MEDICAL CENTER

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 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

Work requires communications, analytical and organizational skills generally 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 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) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process.

Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.


Experience

No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.

Prefer candidates who have experience in an academic, university medical center setting.

Skills
  • Ability to analyze data and formulate conclusions.
  • Ability to learn changing technologies related to grants and contracts management.
  • Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
  • Ability to communicate both verbally and in writing with all levels of the organization.
  • Ability to manage and prioritize multiple projects/tasks simultaneously.
  • activity
  • Knowledge of Duke University policies and procedures relating to grant and contracts activity
  • Ability to create verbal and written reports.
  • Knowledge of federal rules and regulations relating to research grant and/or contract
  • Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.
  • Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
  • Understand and be able to apply costing rules and regulations to federally funded projects.
  • Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties.
  • Understand financial processes and controls including the reconciliation process


Auto req ID

87068BR

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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