GRANTS AND CONTRACTS ADMINISTRATOR
GRANTS AND CONTRACTS ADMINISTRATOR
Division of Marine Science and Conservat
**This position is located in Beaufort, NC**
Grants and Contracts Administrator
This position primarily performs pre-award activities for the Marine Lab in Beaufort, NC with additional business office duties as listed below.
Pre-Award Budget and Proposal Preparation
- Serve as the Marine Lab's liaison with Duke's Office of Research Support.
- Assist investigators preparing grant applications, including the use of the appropriate forms, developing a budget, making suggestions regarding budget line items, gathering biosketches, etc., in compliance with sponsor and university guidelines and deadlines utilizing the Sponsored Projects System (SPS) web application. Review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness. Ensure that all subrecipient materials are received in accordance with the 5-day rule. Responsible for all Marine Lab SPS entries and submissions.
- Thoroughly review funding announcements to ensure that all required documentation and restrictions for the proposal have been conveyed to the PI while confirming the due date and the internal Office of Research Support (ORS) 5-day rule. If the 5-day rule cannot be met, ensure that waiver is requested and received from ORS.
- If cost sharing is required, ensure that the source is identified, and the cost sharing form is completed and signed by the Business Manager and PI (if using a discretionary code).
- Thoroughly review applications to ensure compliance with institutional and agency guidelines regarding submission; verify all financial information to include application of the appropriate overhead rate for the project. When possible, work with the PI in requesting overhead from those sponsors who do not allow overhead. Request review and signatures from the appropriate departments and the Office of Research Support.
- Directly interface with sponsors and subcontractors as needed. Serve as point person for grants managers on grants and contracts issues as well as questions related to university guidelines.
- Complete application process in SPS database and sponsor software (Fastlane, grants.gov, NSPIRES, etc.)
- Single Point of Contact (SPOC) with Business Manager for all Marine Lab awards, renewals, no cost extensions, and budget realignments. Forward all award notifications as appropriate to the PIs and grants managers.
- Provide tutorial for faculty/students unfamiliar with Duke's pre award process. This is generally done annually.
- As SPOC, upon notification from ORS, retrieve award documentation from ADG apps and interface as appropriate with PIs and department administrators, and distribute to the appropriate grants manager.
- Assist with requests for re-budget of funds and no cost extensions, ensuring that justifications are in compliance with sponsor's guidelines. Directly interface with the sponsor to follow-up on status of realignments and extensions when necessary.
- Assist with transferring grants when a PI moves to another institution or when a PI moves to Duke and has grants he/she will be transferring in.
- Assist business office personnel in trouble shooting problem areas.
Online Travel Reporting Administrator
- Serve as administrator for various faculty and staff members, clearing procurement card transactions and processing reimbursement requests.
- Process purchases through the Buy@Duke system as needed.
- Ability to process Accounts Payable check requests.
- Be familiar enough with SAP and Post Award to be able to answer questions or help a PI if needed when their Grant Manager is out of the office.
- Able to serve as backup for the Marine Lab administrative staff in all duke@work functions; (Buy@Duke, Travel, PCard clearing, Check Request).
- All other duties as assigned.
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.
- 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 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
The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
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, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex,sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation,creativity, and belonging. Our collective success depends on the robust exchange of ideas—an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
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.
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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.