GRANTS AND CONTRACTS ADMINISTRATOR
GRANTS AND CONTRACTS ADMINISTRATOR
Medicine - General
- Develop study budgets and prepare compliant internal cost assessments (ICAs),paying close attention to allocability and allow ability of research expenditures, using the tools and resources provided by the University.
- Develop and review contract budget and payment terms and negotiate the most favorable terms for the institution, in coordination with clinical study investigators and their study team, departmental grants staff and appropriate institutional offices (e.g.,OCRC, DOCR, ORA).
- Perform SPS entry, ensuring compliance with University procedures and institutional signatures.
- Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study, as necessary, and attend the Study Initiation Visit (in person or Webex) to ensure financial support and compliance.
- Prepare trial trackers that reflect the enrollment, budget and payment terms agreed to in the contract/award document upon contract execution and prior to study start-up.
- Prepare process and/or approve requests for human participant payments via Duke guidelines, ensuring timeliness, quality and compliance with applicable policies, procedures, rules and regulations.
- Manage and oversee fiscal performance of projects which may require trial tracker review, invoicing, accounts receivable monitoring, collection and deposits.
- Advise PI on budget adjustments and revisions necessary to maintain compliance,including appropriate effort management.
- Identify, prepare and process cost transfers/JVs for timely management fee transfers of assigned WBSEs per departmental and institutional guidelines.
- Manage overdrafts in line with unit procedures and institution guidance.
- Prepare a monthly AR JV summary reflecting accrued enrollment and cash funds received for each fiscal period.
- Reconcile patient care expenses from Maestro Care to SAP R/3 for assigned WBSEs per departmental and institutional guidelines, ensuring charges are appropriate and allowable.
- Closeout all funded projects consistent with university process and timelines.
- Advise faculty and divisional staff on administrative and financial requirements in preparing grants, contracts and other research agreements, including timelines and deadlines for both University and sponsor.
- Provide guidance to faculty and divisional staff on the requirements of the IRB, IACUC, COI, IBC and other research-related regulations.
- Compile, maintain and analyze financial data which may include special projects and metrics.
- Monitor sponsor, regulatory and institutional compliance with contract terms,institutional policies and procedures, and verify all financial information to include application of the appropriate overhead rate and attributes for the project.
- Maintain financial records per the sponsor and institutional documents retention guidelines
- Process sponsor checks for deposit, ensuring proper handling per Institution/Department SOP, and recording in the appropriate fund codes.
- Participate and contribute in the development, implementation and monitoring of departmental processes.
- Prepare and compile departmental response for requests received from institutional offices.
- Provide training and education to divisional staff as necessary.
- Perform other duties as assigned to ensure efficient and effective research support in the Department of Medicine.
- Ability and desire to complete RAA certification.
- 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.
- Ability to create verbal and written reports.
- Knowledge of federal rules and regulations relating to research grant and/or contract activity.
- Knowledge of Duke University policies and procedures relating to grant and contracts activity.
- 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.
- Understand and be able to apply costing rules and regulations to funded projects.
- Experience with/ability to perform required functions in SPS and R/3, relating to assigned duties.
- Understand financial processes and controls including the reconciliation process.
2647 GRANTS AND CONTRACTS ADMINISTRATOR
Job Family Level
Full Time / Part Time
Regular / Temporary
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.
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.
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.
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.