GRANTS AND CONTRACTS ADMINISTRATOR

Location
Durham, NC
Posted
Jun 23, 2017
Institution Type
Four-Year Institution

diversity employer



GRANTS AND CONTRACTS ADMINISTRATOR
DCI OFFICE OF RESEARCH SUPPORT

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

Post-Award Position Responsibilities

Finance and Study Team Collaboration
  • Work closely with the pre-award finance team and the study team to facilitate the transition of detailed information regarding the awarded project (ie- executed budget and payment terms) to the post-award platform for financial management.
  • Articulate and convey financial information to the study team in a manner that is honest, transparent and easy to comprehend.
  • Read and Understand the terms and conditions of the executed budget and payment schedule to effectively initiate and manage conversations with the study team to create and routinely update accurate financial Trial Trackers.
  • Work closely with the study team to manage the patient reimbursement process in a timely manner.
Accounts Receivable
  • Create and submit invoices promptly in accordance with the contract's budget and payment schedule and the "triggers" for payment established in the updated finance trackers.
  • Proactively and assertively follow-up with our counterparties to ensure invoices are paid timely in accordance with the terms and conditions of the executed budget and payment schedules.
  • Ensure fund are deposited to the appropriate fund code upon receipt of payment.
Financial Management
  • Monitor and determine appropriate charging of patient care expenses to the study fund codes.
  • Work closely with the study team to manage effort and make adjustments as needed to ensure that funding sources are properly aligned with the effort of faculty and study staff, while maintaining compliance with funding agencies policies.
  • Ensure that the Clinical Research Unit Management Fee is transferred on a quarterly basis from study revenue to the applicable research infrastructure codes (Hub accounts).
  • Close-out studies in a timely manner in compliance with School of Medicine (SOM) policy and the requirements of the funding agency, as applicable. As practicable, any residual funds should be transferred to the team's Hub account in accordance with SOM policy.

Reporting
  • Provide study teams with initial and interim financial projections based on estimated revenue determined by various input scenarios for enrollment, in order to assist investigators with planning and maintaining financial feasibility.
  • Comply with the funding agencies reporting requirements, as applicable.
  • Provide study teams with financial reporting throughout the course of the study on a regular schedule and in a format acceptable to the study team; including enough detail for study teams to make informed decisions about their research portfolio and their Hub accounts.
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.

Professionalism
  • 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.

Education and Experience

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

Requisition Number
401281999

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.

Auto req ID

91266BR

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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