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.

Grants & Contracts Administrator

This position is a part of the Nicholas School of the Environment’s business office and provides grant administration, financial analysis and customer service. This term-limited position will focus on grant administration.

Occupational Summary

This position is responsible for managing assigned projects and tasks related to the management of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and 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 for further review and approval in order to meet project goals and federal requirements.

The position will perform other financial and/or budgeting analytical work with faculty or supervisor as needed.

Work Performed

- Performs pre-award and/or post award activities.

-Develop budgets and budget justifications which include proofing the budget for inconsistencies and ensuring accuracy.

- Advise the PI on administrative requirements in preparing proposal submissions.

- Prepare, coordinate and review certain proposal elements (bio sketches 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.

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

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

- Identify the need for cost transfers from budget reconciliation; submit 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.

- Maintain financial records per the institutional documents retention guidelines.

- Manage overdrafts in line with unit procedures and institution guidance.

- Closeout all funded projects consistent with university process and timelines.

- Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards

- Submits reports to manager when requested

Preferred Education/Training:

Bachelor's degree preferred plus two years of grant management experience. RAA credential preferred; AGM credential or ability to complete within 6 months preferred.


- Ability to analyze data and formulate conclusions.

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

- Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point, Teams).

- 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.

- Knowledge of federal rules and regulations relating to research grant and/or contract activity

- Knowledge of Duke University policies and procedures relating to grant and contracts activity

- Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.

- 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 apply costing rules and regulations to federally funded projects.

- Experience with/ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties.

- Understand financial processes and controls including the reconciliation process

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.

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 (on-line), Basic Compliance (on-line) within first six months of hire is required.

Successful completion of the Research Administration Academy (RAA) is required. 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.

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.




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 9/8/2020
Application Due: 12/17/2020
Work Type: