Job description

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.


Pre/post grant contracts experience

This Grants and Contracts Administrator position will be responsible for the post-award management of an assigned portfolio of complex grants and contracts, including NIH T32 training grants. Some pre-award activities may also be required. The number of PIs will vary based on the volume and complexity of their portfolios. This position requires knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. The successful candidate will be expected to have superior organizational, interpersonal, and grants management skills. Excellent attention to detail, ability to interact professionally with people at all levels, and prioritizing skills are a must. Preference will be given to candidates with at least three years of grants experience with complex portfolios and have demonstrated successful independence needing minimal oversight. The selected candidate will need to have both RAA and AGM completed within the first 24 months.

Occ Summary

Performs primarily post-award activities for Department with some pre-award activities as needed. 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. This position is responsible for managing an assigned portfolio of complex grants, contracts and institutional/internal funds using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

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 Supervisor/Business Manager. May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations. Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel. Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA.

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, monitor effort requirements and request effort changes as needed. 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 guidelines. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit when interacting with other Departments and/or Institutions. 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/Department 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 the Supervisor/Business Manager as needed/required. Is expected to act as a knowledge resource to others.

Manage assigned projects. Develop budgets and budget justification 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 (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 to ensure compliance with University procedures and institutional signatures.

Performs other duties, and assists with Departmental activities, as needed/assigned.

Minimum Qualifications


Work requires communications, analytical and organizational skills requirements. generally acquired through completion of a bachelor's degree program. process. 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 Upon successful completion of expected training, the employee must maintain certification(s) by completing continuingeducation


No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific


Pre/post grant contracts experience

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.




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Job No:
Posted: 12/17/2020
Application Due: 4/28/2021
Work Type: Full Time