School of Medicine:

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CRU Finance Team

Position Summary

The Grants & Contracts Administrator (GCA) is responsible for the financial management of an assigned portfolio of clinical trials and research studies for the Duke Cancer Institute (DCI).

Responsibilities

Pre-Award – 80% Effort

Initiate, manage and develop study start-up budgets to cover costs based on DCI’s established pricing standards.

Complete internal cost assessments (ICAs) to assess the actual costs to conduct the study; build external budgets based on this key information. Develop external budgets with appropriate pricing and payment terms.

Initiate and conduct contract negotiations; work with the appropriate Duke offices to execute agreements and contracts.

Facilitate a smooth transition from pre-award to post-award.

Compliance

Maintain financial records per the institutional documents retention guidelines. Monitor reporting compliance.

Actively participate in internal or external audits by providing information and documentation including background information and processes as requested.

Communication – 10% Effort

Communicate openly and effectively with leadership, study personnel, and colleagues. Communicate concerns clearly in a professional manner. Respond timely to emails, phone calls and questions.

Escalate issues to others as appropriate to ensure issues are addressed timely.

Articulate and convey financial information honestly, transparently and in an easy to comprehend way providing the context for operational and financial considerations.

Leadership – 5% Effort

Serve as an expert resource for colleagues and teammates. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions appropriately. Assist in onboarding new staff. Support colleagues in their project work; encourage completion.

Actively participate and contribute to meetings, especially study and team meetings; apply newly learned information to your work. Attend meetings and conferences as assigned.

Ethics – 5% Effort

Summarize and clarify for study teams, the professional guidelines and code of ethics related to the financial conduct of clinical research.

Know and follow financial policies, standard operating procedures [SOPs], regulations and protocol requirements. Attend all assigned and required trainings; earn and maintain required certifications.

And other work as assigned.

The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Preferences

Duke financial management experience or 1 to 3 years of experience managing clinical research projects.

Qualifications Required At This Level

Education/Training

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.

Experience

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.

Skills

• 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).
• 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

Tier Structure

Associate: Proficient as a grants and contracts administrator.

Advanced: Experienced, highly capable, and requires minimal oversight of work. Experience - 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). Training - RAA required in addition to 2 electives to prepare for AGM is required. AGM must be completed within 12 months.

Senior: Subject matter expert. May be responsible for mentoring and developing others. Experience - 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews. CRA certification can also reduce the years of experience requirement to 5 years). Training - RAA and AGM required. Expected to attend all the appropriate internal updates.

Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversees work of others. May or may not carry same responsibilities as a full supervisor. Experience - 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). T raining - RAA and AGM required. Expected to attend all the appropriate internal updates.

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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.