GRANTS AND CONTRACTS ADMINISTRATOR
GRANTS AND CONTRACTS ADMINISTRATOR
Anesthesiology-Bus & Sup Svcs
This position provides a wide range of services from the preparation and submission of research proposals, negotiation and acceptance of grants and contracts, to the administration of project funds within required compliance, Sponsor, and University guidelines. This position will also work closely with the Grants and Contracts Manager and Clinical Research Unit (CRU) Financial Practice Manager in the management of finances for the CRU.
Pre-Award/Post-Award Grant Management
Pre-Award Grants & Contracts Management:
This position will provide and coordinate centralized administrative support to faculty and staff seeking outside funding for research and special sponsored institutional projects. They will also research and interpret relevant regulations, guidelines, and standards, and oversee the processing of contracts and/or grants on a departmental level. They will provide guidance and training to lower level administrators and serve as a principal point of liaison with faculty and departmental personnel.
- Provide pre-award grants management, including preparing and submitting applications including detailed budget preparation. Review and process pre-award applications for research support; monitor compliance with agency and University regulations; verify all financial information, including correct salary, indirect rates, and fringe benefits.
- Maintain files of grants and contracts transactions; maintain computer database of proposals.
- Prepare monthly statements of research proposals submitted by departmental faculty for Financial Management Analyst (Manager) and Vice-Chair of Research.
- Works closely with the research teams to address faculty questions and concerns on compliance, policy and practice.
- Notify investigators and department administrators of grant award application deadlines; assist investigators in preparing necessary documentation.
- Assist investigators in processing renewal applications for existing protocols.
- Assist PIs and/or administrators during the development of sponsored research proposals.
- Process grant applications in Sponsored Projects System (SPS), from data entry of information to managing and approving SPS proposals. Perform SPS approval for all proposals when Research Manager is out of office.
- Prepare accurate research budgets that cover total project costs, ensuring correct pro-rated salary amounts, and sponsor specific budgetary constraints are observed.
- Respond to "just-in-time" information requests.
- Review and submit progress reports (non-competing applications) to sponsoring agencies.
Post-Award Financial Management:
Post-award monitoring and reconciling grant funds, research funds, and contract funding. Prepare and process post-award related documentation regarding cost-transfers, human and animal subject protection information, and other agency/university reports required. Manage, analyze, and report grant status to principal investigators, Research manager, Business Office and Vice-Chair for Research as required.
- Perform complex accounting tasks for complex portfolio of projects; process related data to include reconciling all financial information.
- Reviewing financial transactions posted to general ledger and other documents for compliance with Sponsors terms and conditions and University's policies and procedures.
- Ensure understanding of current fiscal performance of each faculty portfolio of funds and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions as necessary.
- Reconcile financial reports from SAP/R3 to established financial report template for each assigned investigator.
- Maintain fund balances to avoid overdrafts; communicate fund status to Research Manager and investigator; Conduct monitoring for compliance, including CAS expenses.
- Identify transactions that require further review by Research Manager / Principal Investigator.
- Ensure financial compliance related to sponsor and university guidelines.
- Prepare monthly report following pre-determined process.
- Submit monthly report to Research Manager for final review before release to assigned Principal Investigator.
- Prepare and process cost-transfer requests for identified transactions.
- Inform Research Manager of any errors that arise in the reconciliation of monthly financial reports.
- Identify potential overdraft issues, i.e., expenses greater than budget. Report potential overdrafts to Research Manager.
- Ensure effort, budget and expenses are in line with funded award and within University/Sponsor rules/guidelines. Report issues to Research Manager.
- Identify projects due for close-out 3 months prior to end date. Consult with Research Manager regarding close-out process, including effort changes. Notify Principal Investigator of upcoming end date for each project to ensure compliance is maintained during final months of project.
- Analyze monthly financial statements to determine proper charging of expenses/expenditures in accordance with agency procedures/rules.
- Assist with budget year-end and project-end closing activities; make recommendations based on agency rules/requirements.
- Maintain interface with departmental personnel and principal investigators to coordinate operational activities to ensure adequate adherence to approved budget including cost-shared salaries, purchases of capital equipment, variances in budget allocations, and limitations or exclusions imposed by Sponsor
- Process journal vouchers associated with cost transfers, project close out, charging corrections, and other as needed.
- Review award documents for general and specific terms and conditions of award and communicate pertinent information to Principal Investigators (PIs).
- Ensure Duke cost object is established with detailed budget in a timely fashion.
- Verify salary distribution for faculty and staff paid on research projects.
- Monitor cost objects to ensure compliance with terms of award, sponsor policy, guidelines, and institutional Research Costing Compliance standards.
- Ensure that effort for monthly employees is accurate and aligned with both grant and departmental budgets.
- Ensure quarterly and annual completion of faculty effort reporting and certification requirements are met to comply with institution, federal, and sponsor's policies
- Analyze restricted statements on a monthly basis. Work with PIs and their staff to clear any deficits.
- Make sure cost objects get closed within appropriate time frame.
- Notify manager of any difficulties in resolving problems.
- Close-out Process:
- Ensures the orderly close-out of terminated projects in a timely manner.
- Analyzes expenses, develops cost projections, provides financial tracking and fiscal control.
- Close-out sponsored research projects in accordance with institutional, federal, state and private sponsor guidelines.
- Prepare the close-out package and interpret financial reports and analyses: to include detailed expenses, projections, cost overruns, significant balances and trends that require re-budgeting.
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.