GRANTS AND CONTRACTS MANAGER - DEPARTMENT OF SUGERY
School of Medicine:
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Coordinate and/or per form pre-award and/or post-award activities for the Section for Surgical Disciplines that has a large, complex, and/or diverse portfolio of grants and contracts. Pre- award activities include broad duties in preparation and submission of grant and contract proposals. Ensures all applications meet agency and university guidelines and published timetables and deadlines. Ensures proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budget, including determination of allocability and allowability of charges; preparing and analyzing budget reports, and developing budget projections; adjusting and correcting assigned project budgets to meet project goals and federal requirements, providing assistance and oversight to effort management of specified project portfolio. This position is responsible for a specified highly complex grants and contracts portfolio using discretion and independent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. This position is expected to manage a mid-sized unit (school, department, division, institute, or center) with a well-defined grant and contract portfolio. This position functions as a manager and/or facilitator of large projects, such as grants and contracts that span across multiple disciplines and faculty.
Coordinate work for the group ensuring proper distribution of assignments and adequate manning, space, and facilities for subsequent performance of duties.
Manage large projects that span across multiple disciplines and faculty.
Serves as the point person for team members on grants and contracts issues as well as questions related to university guidelines.
Provide guidance to the PI on the requirements of the IRB, IACUC, COI, IBC, and research related regulations including proposal submission and award set-up. Consult with department compliance liaison as necessary.
Review proposal submissions for compliance with export controls.
Manage the subcontract process with ORA/ORS and collaborating organizations.
Develop budgets and budget justifications which include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justification which includes sub-recipient information secured from sub-agreements.
Advise the PI on administrative requirements in preparing proposal submissions.
Prepare, coordinate and revie w 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 OR A/ORS to ensure compliance with University procedures and institutional signatures.
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 byte PI or senior level grants administrator.
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 requirements and provide on-going sub-recipient monitoring. Coordinate issuance of sub-agreements with ORA /ORS.
Review and evaluate the Site Based Research charge assignment grids based on the schedule of e vents and protocol for the study.
Establish and implement project management plans for complex projects.
Reconcile monthly budget reports, implement adjustments, and inform PI and/or supervisor of corrections/adjustments that have been made.
Prepare budget projects and analysis to assist PI in financial grant management
Identify the need for cost transfers from budget reconciliation; submit/approve the 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.
Monitor compliance with agency and University regulations regarding reporting.
Maintain financial records per the institutional document's retention guidelines.
Ensure process (SOP) is in pl ace within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.
Monitor and determine appropriate charging of patient care expenses to the study fund codes.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
Manage overdrafts i n 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 process and timelines.
Perform overall grants monitoring using tools available to monitor compliance with Duke Policies.
Submits reports to the Divisional Administrator/Business Manager when requested.
Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation schedules.
Supervise other grants and contracts positions and support personnel.
Work requires communications, analytical and organizational skills requirements. generally acquired through completion of a bachelor's degree program. Research or grants education and/or certification is preferred. Successful completion of the Research Administration Academy (RAA) and Advanced Grants Management is required. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete. Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education 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. Certified Research Administrator preferred.
Work generally requires three years of relevant grants and contracts experience.
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