Job description

diversity employer

Duke Human Vaccine Institute - Admin



Manages, directs and oversees pre- and post-award financial and research administration activities of the DHVI federal-sponsored research and development (R&D) contracts. This position is primarily focused on the management of federal contracts. May also be responsible, on occasion, for managing grant portfolios and other awards, as assigned. Performs a lead role in managing and coordinating projects, contracts, and task orders within the DHVI and with other Duke Departments.

Manages all post-award activities for the R&D contracts portfolio. Performs post-award activities and prepares all necessary documents, including but not limited to subcontract agreements, contract modifications, contract re-competitions, budgets, re-budgets, monthly invoices, contracting officer authority (COA), cost accounting standards (CAS), reporting and delivery requirements, etc., to ensure institutional and sponsor compliance and budgetary appropriateness. Manages all pre-award activities for the R&D contracts portfolio associated with indefinite quantity/indefinite delivery (IDIQ) task order contracts. This includes, but is not limited to preparation of budget workbooks, supporting documentation, business proposals, and all other documents required by the sponsor as well as internal requirements, such as the Sponsored Projects System (SPS), etc.

Participates in internal or external audits by providing information and documentation as requested. Provides relevant information regarding background and/or processes that will be useful in the conduct of an audit.

Interfaces regularly with Principal Investigators, laboratory managers and other researchers as well as financial management staff. Maintain liaison with financial administrators and managers in Departments external to DHVI. Maintain liaison with Office of Research Administration (ORA), Office of Sponsored Programs (OSP) and the National Institutes of Health (NIH) regarding budgets, re-budget requests and other post-award activities. Serve as primary point of contact with these offices on all post-award matters regarding sponsor and institutional policy interpretation. Maintains constant communication channels with constituents to report and address any grant or contract-related administrative or compliance issue in a timely manner.

Performs day-to-day grants management for assigned Principal Investigators including, but not limited to purchase approvals, reconciliation of charges, analyses of financial statements, monthly reporting and effort monitoring. Responsible for the preparation of any and all documents required for execution of actions.

As required, plans, coordinates and/or prepares financial analyses and reports for the Director/Assistant Director of the DHVI Finance Office. Provides input to the development, implementation, modification and management of Standard Operating Procedures (SOPs), as requested and/or appropriate.

Preferred Skills

Certified Research Administrator preferred.

Ability and desire to complete Advanced Grants Management training (in most circumstances an employee will be expected to hold a RAA certification before moving into this classification).

Demonstrated skills in analyzing data and formulating conclusions.

Ability to learn changing technologies related to grants and contracts management.

Full command of grants and contracts systems; 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.

Understand and apply knowledge of national compliance issues to circumstances at Duke University

Understanding of asset management for funded projects as applied to Duke University policies and practices.

Able to direct others n asset management and to review, troubleshoot and approve asset management

Understand and apply basic concepts of Export controls as these relate to proposal submission and award management

Understand and be able to apply federal rules to contract negotiations and management

Understand and be able to apply budget management to contracts

Understand and be able to assist others in understanding contract terminology

Understand and be able to comply with Duke University requirements for managing Federal contracts

Understand and be able to assist others in understanding the basic Federal and Duke University rules, regulations and requirements of IRB, IACUC, COI, IBC and Misconduct Science.

Able to clearly communicate when interacting with faculty to inform of obligations in meeting these requirements and when faculty is not complying with policies.

Able to escalate issues to higher levels when unable to get cooperation from others

Able to establish and maintain systems to ensure timely compliance with RCR requirements

Understand and be able to operationalize the development and maintenance of internal controls within a Duke University unit.

Able to understand and apply basic internal control concepts to daily management of Federal awards.

Understand and be able to translate concepts to actual practice at Duke University.

Understand and apply the basic concepts of clinical research in the Duke University compliance environment

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 manage complex effort scenarios resulting from multiple appointment types (PDC, VA, University).

Understand the management requirements of broadly represented aspects of Federal financial research compliance and to develop strategies for meeting compliance expectations within a dedicated unit and/or assigned portfolio

Requisition Number


Duke Entity

Job Code

Job Family Level

Full Time / Part Time

Regular / Temporary


Minimum Qualifications
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 the Research Administration Academy (RAA) andAdvanced Grants Management is required. Employees hired intothis classification without the expected credentials will work closelywith 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 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.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.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.





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Job No:
Posted: 1/12/2019
Application Due: 3/13/2019
Work Type: