RESEARCH ADMINISTRATION SPECIALIST

Job description

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Position will be responsible for developing, implementing and ongoing management for procurement compliance oversight with a priority on meeting compliance regulations for sponsored research codes. The Department of Chemistry has a high volume of purchasing in A&S resulting in a high risk. This position will handle all aspects of procurement resolution to comply with sponsored research expenses in order to ensure charges post in a timely and reasonable manner.

Procurement Compliance Management (60%)

    Provide departmental administration to include set up for org-level settings/department level settings, set up for new users and termination for usage. Personalization for users will include entering fund codes at the initial set up and ongoing updates to fund codes as codes start and end. Provide grants compliance oversight with regard to code removal to facilitate timely close out of sponsored codes.Train and/or provide information about signing up for training classes for shoppers and submitters. Graduate students and PostDocs complete the ordering for Chemistry labs. Since students are at Duke only a few years, this training will be ongoing and will emphasize the grants compliance principles of reasonable, allocable and allowable. Provide “help desk” service for shoppers and approvers, especially for those who fill the roles of allocating expenses to sponsored codes.Due to the high volume of purchasing in Chemistry, this position will manage all procurement clearing and follow-up to ensure expenses are posted to sponsored and non-sponsored codes in a timely manner as required by grants compliance rules. This will include but is not limited to gathering receipts, working with lab personnel to complete goods receipts, following up with procurement services, vendors and lab personnel to resolve discrepancies, blocked invoices, etc.

Travel/Miscellaneous Reimbursements (15%):

    Review and apply compliance analysis for all travel, purchase requisition and expense reimbursement forms submitted by faculty, staff and students. For travel, analysis will include confirmation that the individual requesting travel reimbursement was paid from the code. For purchase requisitions, provide direction to purchaser on requirements for processing such as capital equipment screening forms, quotes and sole source justifications.Assist/instruct faculty, staff and students as needed with completion of forms.Escalate approvals to the appropriate Grants Manager when needed.

Shared Instrument Compliance Management (10%)

    Provide administrative and financial process support for the Shared Instrument Facility.Ensure sponsored compliance requirements are met with regard to timely billing, transfers and fee analysis.

Payroll (5%)

    Manage the payroll process for all monthly and biweekly staff positions to include iforms for hiring, cost distribution changes, terminations, etc.
Miscellaneous Grants Management (5%):

    Provide grants management post-award support as directed by the Financial Analyst II as time permitsProvide back-up support for pre-award Grants Assistant as time permits.
Audit (5%):

    Work with the Grants Manager to assist with sponsored research audits. Research discrepancy inquiries from the Grants Manager found during approval of monthly reconciliations.

The intent of this job description is to provide a representative and level 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.

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.

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills generally acquired through completion of an Associate's degree program. Training: May be required to take FasTracks in areas of specific assigned duties

Experience

Work generally requires two years of relevant experience to obtain OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE office organization, communications, and administrative skills. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.

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.

 

 

 

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Job No:
Posted: 7/22/2019
Application Due: 10/21/2019
Work Type:
Salary: