GRANTS AND CONTRACTS MANAGER
GRANTS AND CONTRACTS MANAGER
DCI OFFICE OF RESEARCH SUPPORT
The Grants & Contracts Manager (GCM) reports directly to the Senior Grants & Contracts Manager and is responsible for the daily oversight, coordination and management of a large complex portfolio of sponsor funded clinical trials and studies for the disease based research programs in the Duke Cancer Institute's (DCI) Office of Research Support.
The GCM is responsible for the leadership and performance of pre and post-award Grants and Contracts Administrators (TEAM) who are responsible for budget development, negotiation, management and close-out. The GCM position requires discretion and independent judgment to lead the TEAM and ensure compliance with all applicable rules, guidelines and policies.
The GCM is responsible for working closely with leadership to develop and implement standard operating procedures (SOPs) that streamline processes and improve workflow to effectively integrate financial activities across the pre and post-award platforms.
The GCM is responsible for creating and fostering collaborative working relationships between the disease based study teams and the TEAM to ensure the effective financial management of research studies.
The GCM is responsible for working closely with the applicable research and management offices at Duke to ensure compliance with Duke's standards and policies.
The GCM is responsible for hiring, day-to-day assignments, work schedule, work location, time-off requests, yearly performance evaluations, performance management, training and compliance of the TEAM. Mentoring, cross-training, and developing staff are an integral part of the GCM's work.
The GCM is responsible for ensuring that staff perform in accordance with the responsibilities outlined in their position description and related work. The GCM will step-in and assist the TEAM or the study team in performing their responsibilities as needed.
Study Team Collaboration
Lead staff efforts to articulate and convey financial information to PIs and study teams in a manner that is pro-active, 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 staff, while also ensuring that any study/scientific expressions made by the study team are understood in the context of the TEAM's operational financial considerations.
Finance Team Collaboration
Lead TEAM meetings, encourage participation and contribution. Lead TEAM in implementing the newly learned information into their workflow. Establish and implement processes to effectively transition budget and payment information from pre-award to the post-award platform.
As applicable, provide leadership, Duke research offices, sponsors and study teams, with financial reporting on a regular schedule and in a format appropriate and acceptable to the end user. Ensure that the TEAM provides robust reports with adequate detail for study teams to make informed decisions about their research portfolio and research infrastructure account (ie- Hub account). Assist staff with financial forecasting throughout the course of a study in order for study teams to evaluate the interaction between scientific feasibility and financial solvency.
Establish fiscally prudent price and payment term standards, and ensure that the TEAM consistently applies these standards when developing and negotiating budgets and payment terms. Serve as a resource for staff in developing internal cost assessments (ICAs), pricing external budgets, and negotiating external budget and payment terms. Serve as a resource to staff for all Facilities and Administrative (F&A) cost questions, presenting waiver requests to the DCI's Senior Grants & Contracts Manager for review and discussion prior to making a waiver request to the School of Medicine.
Work closely with the applicable research offices at Duke (ie: ORC, DOCR, School of Medicine, etc) to ensure compliance with institutional standards and policies.
Establish standards for staff to ensure the effective post-award management of executed budget and payment schedules. Serve as a resource and ensure that the TEAM: 1) provides timely and accurate reporting to the study teams; 2) appropriately reconciles patient care and other expenses against billing grid and budget; 3) invoices, collects and makes deposits on earned revenue in a timely manner in accordance with the payment terms; 4) works closely with the study team to effectively manage faculty and staff effort throughout the course of a study; 5) actively manages each study team's research infrastructure account (ie- Hub account) in accordance with the needs of the study team and Duke policy; and 6) closes out studies promptly in accordance with sponsor requirements and Duke policy.
Professionalism - Possess, model, foster and mentor professional behavior to the TEAM
- 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 work product quality.
- Articulate and convey financial information to 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 GCM's role directly impacts the study teams' ability to fund and manage 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.
Duke financial management experience and/or at least 5 years of experience in the management of clinical research projects.
2648 GRANTS AND CONTRACTS MANAGER
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 the Research Administration Academy (RAA) and Advanced Grants Management 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 to complete RAA and an additional 6 months to complete AGM).Successful completion of all expected training will be an annual performance goal until complete.Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.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.Certified Research Administrator preferred.
Work generally requires three years of relevant grants and contracts experience.
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.