RESEARCH ADMINISTRATION SPECIALIST
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.
Administrative Support (15%)
Provide administrative support for the Chief Administrator and Contracts and Grants Manager.
Triage and handle routine inquiries, redirecting urgent issues as deemed appropriate. Responding
to routine emails and escalating urgent ones as appropriate. Serve as liaison with internal and
external agencies; make proper referrals to Chief Administrator and Contracts and Grants
Manager, prepare materials necessary for use in meetings.
Grants and Contracts (85%)
Collect and compile information for grant proposal. SPS, Iforms data entry.
Provides technical and administrative assistance during the negotiations, creation, and
administration of grants and contracts.
Prepare certain proposal elements (biosketches, other support, and facilities & resources).
Maintain a working knowledge of applicable regulations, policies, and protocols.
Process effort allocation appropriately for individuals compensated whole or in part from federal
Awards Implement awarded grant/contract budgets in university budgeting and accounting system.
Monitor daily grant/contract project activities. Coordinates reporting requirements.
Monitor proposal status and advise PI on requirements and deadlines associated with research
protocols. Monitor reporting and compliance timelines for new awards. Assist investigators in
preparing necessary documentation for site visits.
Reconcile financial information on Sponsor's reports to University general ledger, reviewing
financial transactions posted to general ledger and other documents for compliance with Sponsor's
terms and conditions and University's policies and procedures. Perform monthly Financial Assessment and Management (FAM) review of designated codes.
Create and send invoices to sponsor as appropriate for negotiated fees and procedures, as
dictated by the grant or contract.
Analyze indirect costs charged to sponsored project, make appropriate calculations, and process
journal entries to correct indirect costs.
Process JVs, POs, and other such transactions as needed.
Assist investigators in processing renewal applications for existing protocols.
Prepare various financial reports as required by the Sponsor reflecting compliance with the
sponsors terms and conditions, prepare adjusting journal entries for unallowable expenses,
including over expenditures.
Facilitate required financial transactions for grants and contracts (as necessary).
Facilitate required close out transactions and activities
Assist with special projects.
Work requires communications, analytical and organizational skills generally acquired through completion of an Associate's degree program.
Training: May be required to take FasTracks in areas of specific assigned duties
Work generally requires two years of relevant experience to obtain office organization, communications, and administrative skills.
A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.
OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE
Ability to work within a team environment
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.
Required Minimum Qualifications
Work requires communications, analytical and organizational skills generally acquired through completion of an Associate's degree program. Training: May be required to take FasTracks in areas of specific assigned duties
ExperienceWork generally requires two years of relevant experience to obtain OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE office organization, communications, and administrative skills. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.
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.