RESEARCH ADMINISTRATION MANAGER
RESEARCH ADMINISTRATION MANAGER
Executive Vice Dean for Administration
Job Description Pre and/or post grant awards experience is essential. Occupational Summary Performs/coordinates pre-award and/or post award activities for a central unit. Pre-award activities include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations. Post-award activities include facilitating the progress of the sponsored project by safeguarding project funds. This position will likely provide team leader support and/or supervision to a small group of staff. Work Performed Proposal Review and Approval - Develop and/or facilitate workshops and training initiatives in proposal preparation, award management, responsible conduct of research, conflict of interest, export controls, etc. - May assist with the training of Grants & Contracts personnel as well as initial review of their work. - May supervise or coordinate work of designated employees. Proposal Review and Approval - Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations. - Review changes to proposal budgets for accuracy, correct rates, and allowability of items proposed. Request any required changes when issues are identified - Review the Duke Proposal Approval Form (DPAF) to ensure that non- central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project. - Ensure proposed cost-sharing is required, approved and properly documented. - Ensure that all required documentation for subcontractors is complete prior to submission of the proposal. - Communicate with the project's designated administrator on issues discovered in the review. - Review the proposal to ensure the completed proposal package meets sponsor submission standards. Award Review and Negotiation -Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms,etc - Negotiate any terms that are unacceptable to the University. - Communicate with the project's PI or designated administrator on issues related to the award. - Review award and project for compliance requirements - Prepare subcontracts and amendments and communicate with the project's PI or designated administrator on subaward issues. - Establish appropriate fund codes and subcode structure to ensure accurate assignment of F&A and assist in overall ease of award management. - Ensure that the correct activity attribute is designated so that accurate reporting can be done. - Ensure that fund codes are established within the proper series in order to assist in maximizing the University's overhead recovery and to support reporting. - Assign cost object and enter Master Data and Workload Assignment in accordancewith the Sponsor's terms and conditions and University's policies and procedures. Financial and Administrative Management - Review and approve invoices, letter of credit draws, financial reports, billings, and property reports to granting agencies on a timely basis as required by regulation or contractual agreement in coordination with departments. - Review and approve payment and management of subrecipient awards. - Review and approve destination of revenue received from Sponsors and determine appropriate General Ledger Account. - Ensure timely and appropriate closeout of sponsored projects per university and sponsor requirements. - Plan departmental budget needs by analyzing workload plans on both a short and long range basis including recommendations to increase efficiency in processes. - Assist departments in the monitoring for compliance of sponsored projects to include compilation of Master Data and allocation of approved budget; monitor and verify expenditures; ensure compliance with University policies and procedures and Sponsor's terms and conditions. Decisions in this area can typically impact the organization's finances, public relations, and reputation. - Maintain interface with Departmental Administrator personnel and/or Principal Investigator to coordinate operational activities to ensure adequate adherence by department to approved budget including cost- shared salaries, purchases of capital equipment, variances in budget allocations, and limitations or exclusions imposed by Sponsor. - Determine Sponsor's fiscal requirements, review approved budget and allocate funds; monitor, review, and reconcile expenditures of budgeted funds; ensure compliance with University policies and procedures and Sponsor's terms and conditions. Decision in this area can typically impact the organizations' cash flow at the institutional level. - Render invoices, letter of credit draws, financial reports, billings, property and patent reports to granting agencies on a timely basis as required by regulation or contractual agreement in coordination with departments. - Communicate with the project's assigned financial administrator on any financial issues related to a project. - Ensure timely and appropriate closeout of sponsored projects per university and sponsor requirements. - Assist with timely final technical and patent reporting of sponsored projects per university and sponsor requirements. Monitoring and Compliance Oversight - Monitor awarded/funded projects for compliance within the regulatory framework established for the University and its components - Monitor awards made to subcontractors, payment & management of sub- recipient awards, effort reporting, etc. -Provide oversight regarding all financial compliance. - Monitor financial transactions for certain categories of expenditures to ensure compliance with applicable regulations. - Keep abreast of changes involving internally and externally imposed policies and procedures and ensures that sponsored projects are administered in accordance with such policies. - Interpret policies regarding allowable costs. - Work to resolve instances of discovered financial non-compliance. - Investigate non-fraudulent financial compliance questions/issues using available resources.
2628 RESEARCH ADMINISTRATION MANAGER
Job Family Level
Full Time / Part Time
Regular / Temporary
Duke University is an Affirmative Action/Equal Opportunity Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.
Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.
Education: Work requires communications, analytical and organizationalskills generally acquired through completion of a bachelor's degreeprogram. Research or grants education is preferred.Training:\tSuccessful completion of required department training such as GC101& 201Introduction to Research, Financial Services Introduction to R3,Introduction to Duke GL, Introduction to Accounting, Sponsored ResearchReporting, 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) andAdvanced Grants Management and eCrt is required. Employees hired intothis classification without the expected credentials will work closelywith their manager to schedule and successfully complete all training(12 months for RAA and an additional 6 months for AGM).Successful completion of all expected training will be an annualperformance goal until complete.Upon completion of expected training, the employee must maintainResearch Administration Academy (RAA) certification and Advanced GrantsManagement (AGM) certification by completing continuing educationrequirements.Certified Research Administrator preferred
Work generally requires three years of relevant grants and contractsexperience.
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.