Auto req ID
111543BR
Duke Entity
MEDICAL CENTER
Job Code
2648 GRANTS AND CONTRACTS MANAGER
Job Description
Occupational Summary

Coordinate and perform pre-award and post-award activities for Biochemistry that has a large, complex, and diverse portfolio of grants and contracts. Pre-award activities include broad duties in preparation and submission of grant and contract proposals. Ensures all applications meet agency and university guidelines and published time tables and deadlines. Ensures proposals are entered and routed in a timely manner for further review. Post- award activities include detailed reconciliation of assigned project budget, including determination of allocability and allowability of charges; preparing and analyzing budget reports, and developing budget projections; adjusting and correcting assigned project budgets to meet project goals and federal requirements, providing assistance and oversight to effort management of specified project portfolio. This position is responsible for a specified highly complex grants and contracts portfolio using discretion and independent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. This position is expected to manage a mid-sized unit with a well defined grant and contract portfolio. This position functions as a manager and/or facilitator of large projects, such as grants and contracts that span across multiple disciplines and faculty.

Work Performed

Includes but not limited: Coordinate work for the group ensuring proper distribution of - schedules - guidelines - management - performance of duties - assignments - large projects that span across multiple disciplines and faculty. Serves as the point person for team members on grants and contracts issues as well as questions related to university guidelines. Provide guidance to the PI on the requirements of the IRB, IACUC, COI, IBC, and research related regulations including proposal submission and award set-up. Consult with department compliance liaison as necessary. Review proposal submissions for compliance with export controls.

Manage the subcontract process with ORA/ORS and collaborating

Develop budgets and budget justifications that include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justification that includes sub-recipient information secured from sub-agreements.

Advise the PI on administrative requirements in preparing proposal submissions.

Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness.

Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.

Review sponsored projects through SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures.

Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.

Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.

Develop project management plan for review by the PI or senior level grants administrator.

Make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.

Manage budget, reporting and compliance timelines through the life-cycle of the grant or contract; communicate new WBSE to appropriate department personnel.

Establish sub-recipient requirements and provide on-going sub- recipient monitoring. Coordinate issuance of sub-agreements with ORA/ORS.

Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study. - Establish and implement project management plans for complex projects.

Reconcile monthly budget reports, implement adjustments and inform PI and/or supervisor of corrections/adjustments that have been made

Prepare budget projects and analysis to assist PI in financial grant

Identify the need for cost transfers from budget reconciliation; submit/approve the cost transfers

As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports

Monitor compliance with agency and University regulations regarding reporting

Maintain financial records per the institutional documents retention

Ensure process (SOP) is in place within the unit for proper handling codes. This must be handled in accordance with the institutions check of sponsor checks for deposit and recording in the appropriate fund handling process

Monitor and determine appropriate charging of patient care expenses to the study fund codes

Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit

Manage overdrafts in line with unit procedures and institution guidance

Ensure proper recording of revenue associated with all studies; apply revenue management standards

Closeout all funded projects consistent with university process and timelines

Perform overall grants monitoring using tools available to monitor

Submits reports to the Business Manager when requested\\

Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation

Supervisory Responsibilities

Supervise other grants and contracts positions and support personnel.
Location
Durham
Requisition Number
401574178
Position Title
GRANTS AND CONTRACTS MANAGER
Shift
First/Day
Job Family Level
82
Full Time / Part Time
FULL TIME
Regular / Temporary
Regular
Department Name
Biochemistry
Minimum Qualifications
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.Education

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 the Research Administration Academy (RAA) and Advanced Grants Management is required. Employees hired into this classification without the expected credentials will work closely with 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 annual performance goal until complete.Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.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.Certified Research Administrator preferred.Experience

Work generally requires three years of relevant grants and contracts experience.