GRANTS AND CONTRACTS ADMINISTRATOR
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.
This position is with the Campus Grants Management Team, a dynamic and growing unit in the Office of the Vice Provost for Research, which provides cradle-to-grave grant management services for specifically identified departments. CGMT is dedicated to providing high quality customer service and compliant award management to our customers.
Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of research proposals. Ensure all applications meet agency and university guidelines, published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets and closing out projects in line with university and sponsor guidelines.
This position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts with a firm grasp of rules and regulations, technical expertise, and analytical skills. The successful candidate for this position will be someone with a strong analytical background and someone who is a high level excel user.
Pre Award Job Responsibilities
- Prepare and submit grants and contract through pre-award process utilizing both Sponsor and Duke regulations.
- Advise the faculty/PI on administrative requirements in preparing proposal submissions.
- Prepare, coordinate and review proposal elements such as biosketches, budget, justifications and facilities & resources for consistency, accuracy, and completeness.
- Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
- Manage the subcontract process with pre award office and collaborating organizations.
Post Award Job Responsibilities
- Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
- Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
- Provide ad hoc reports to unit business manager and PIs as requested
- Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with the pre award office.
- Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.
- Identify and submit the cost transfers resulting from budget reconciliation.
- As requirements change, prepare and submit requests for re- budgeting/modifying the funded project.
- Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports.
- Monitor compliance with agency and University regulations regarding reporting.
- Maintain financial records per the institutional documents retention guidelines.
- Manage overdrafts in line with unit procedures and institution guidelines.
- Ensure proper recording of revenue associated with all projects; applying revenue management standards.
- Close all funded projects consistent with university processes and timelines.
Administrative Job Responsibilities
- Develop project management plan for review by the faculty/PI or senior level grants administrator.
- Monitor and implement cost sharing to reflect appropriate labor distribution or related cost sharing obligations.
- Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
- Submit reports to central and unit management as required.
Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.
Required Qualifications at this Level
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 Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required.
Successful completion of the Research Administration Academy (RAA) is expected. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process.
Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.
No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.
- Excellent communication skills
- Ability to analyze data and formulate conclusions
- Proficient use of computers; requires solid working knowledge of MS Office Suite
- Ability to work with diverse groups of people
- Knowledge of federal rules and regulations relating to sponsored research grant and/or contract activity.
- Knowledge of Duke University policies and procedures relating to grant and contract activity.
- Experience to perform required functions in SPS, R3, grants, duke relating to assigned duties.
- Motivated, enthusiastic, customer service-oriented attitude
Duke 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 essentialjob 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.