GRANTS AND CONTRACTS ADMINISTRATOR
GRANTS AND CONTRACTS ADMINISTRATOR
DCI OFFICE OF RESEARCH SUPPORT
POSITION SUMMARYThe Grants & Contracts Administrator (GCA) is responsible for pre-awardand post-award financialmanagement of an assigned portfolio of clinical trials and clinicalresearch studies for the DukeCancer Institute (DCI). The position reports to a Grants and ContractManager (GCM).PRE-AWARD POSITION RESPONSIBILITIES - 5% Effort• Initiate, manage and develop study start-up budgets to adequatelycover activity up tothepoint of contract execution.• Complete accurate internal cost assessments (ICAs), prior todeveloping andnegotiating theexternal budget with the funding source, to assess the actual costs toconduct the study; buildexternal budgets based on that key information.• Develop and appropriately price external budgets and payment termsconsistent withDukePolicy and Standards (SOPs) established across the DCI's diseasegroups.• Work with the office of Office of Research Compliance (ORC) toexecute "pre-study"agreements with our counterparties to mitigate Duke's exposure tofinancial risks associated withstudies that may terminate prior to contract execution.• Initiate and conduct contract negotiations with study sponsors andothers. Providesubstantive rationale for pricing decisions based on DCI's establishedstandards for pricing.• Route Facilities and Administrative (F&A) for review and furtherconsideration prior tomakinga waiver request.POST-AWARD POSITION RESPONSIBILITIES - 75% Effort• Read and develop a full understanding of the terms and conditions ofthe executedbudgetand payment schedule in order to set-upand effectively maintainfinancial Trial Trackers.• Manage the patient reimbursement process in a timely manner. Monitoranddetermineappropriate charging of patient care expenses to the study fund codes.• Promptly invoice,collect,deposit and record funds to the appropriate fund code according tothe executed study budget and payment schedule for study start-up,ongoing per patient revenue,and all other earned invoiceable payments. Follow up as needed toensure invoices are paidpromptly.• Manage overdrafts in line with unit procedures and institutionguidance.• Ensure that the Clinical Research Unit (CRU) Management Fee istransferred on aquarterlybasis from study revenue to theapplicable research infrastructurecodes (Hub accounts).• Close-out studies in a timely manner in compliance with School ofMedicine (SOM)policy andthe requirements of the funding agency, as applicable. Transfer anyresiduals to the team's hubaccount in accordance with School of Medicine (SOM) policy.• Work closely with the study team to manage effort and makeadjustments as neededtoensure that funding sources are properly aligned with the effort offaculty and study staff, whilemaintaining compliance with funding agencies policies.GENERAL RESPONSIBILITIESReporting - 5% Effort• Provide study teams with initial and interim financial projectionsbased to assistinvestigatorswith planning and maintaining financial feasibility.• Comply with the funding agencies reporting requirements, asapplicable.• Produce reports and fiscal forecasts for the study team regularlythroughoutthecourse of astudy with enough detail for study teams to make informeddecisionsabouttheir research portfolio,Hub accounts and the funds available to support effort and otherexpenses.• Produce and provide reports to leadership when requested.Collaboration - 5% Effort• Work closely with the study teams, making financial mattersunderstandable to studyandscientific staff, while also ensuring that study and scientificexpressions made by the study teamare understood in the context of our operational financialconsiderations.• Work closely with the study and finance teams to facilitate a smoothtransition("handoff") frompre-award to post-award management.• Engage in anopen conversation with study team leadership at studyonset andthroughoutthe course of a study regarding the solvency prospects of studies givenenrollment inputs andassumptions.• Attend and contributeto team meetings.• Assist in onboarding new staff; apply newly learned information toyour work.• Collaborate with leadership on projects and initiatives.• Collaborate andserve as a resource tocolleagues.Training and Compliance - 5% Effort• Complete and maintain required training. Failure to complete andmaintain GCA andtierrequired certifications may result in corrective action, tier reductionand loss of salary.• Be aware of and comply with applicable regulations, rules, protocolsand StandardOperatingProcedures (SOPs) including Duke Medical Center, Schoolof Medicine,Duke Cancer Institute, theDuke Office of Clinical Research, Duke Financial Services and yourdepartment.Leadership and Professionalism - 5% Effort• Monitor compliance with agency and University regulations regardingreporting• Maintain financial records per theinstitutional documents retentionguidelines• Interpret departmental policies and procedures, making decisions onspecificoperatingproblems and issuing instructions appropriately• Demonstrate Professional conduct at all times• Demonstrate exemplary written and verbal communication skills• Be proactive in work and assignments• Demonstrate a win-win attitude within the Duke organization and withthe DCI'spartners• Take ownership and accountability for work product quality• Articulate andconvey financialinformation honestly and transparently in an easy tocomprehend way• Think creatively, seek advice when needed and focus on findingsolutions• Demonstrate prudence in the stewardship of the DCI finances and takeresponsibilitytomanage resources with proper care• Understand that the GCA's role directly impacts our study teams'ability to fund andmanagetheir clinical trials and research upon which our patients and theirfamilies relyAnd other work as assigned.
2647 GRANTS AND CONTRACTS ADMINISTRATOR
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.
Work requires communications, analytical and organizational skillsgenerally 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 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) isrequired. Employees hired into this classification without RAA trainingwill work closely with their manager to schedule and complete thetraining within 12 months of start date. The expectation is that thestaff member will maintain the requirements for their level. Failing tomeet these requirements will be addressed through the performance reviewprocess.Upon successful completion of expected training, the employee mustmaintain certification(s) by completing continuing educationrequirements.
No experience required for candidates who possess a Bachelor's orMaster's degree in a field of study directly related to the specificposition.
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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.