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.

Occupational Summary

This position will be located within the Campus Research Administration Support Resource Office, which provides cradle-to-grave grant management services for specifically identified departments to manage their portfolio of grants and contracts.

Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications and contracts meet funding 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 monthly 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 and overseeing an assigned portfolio of complex, multidisciplinary grants and contracts under the aegis of the Duke Population Research Center using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Preference will be given to candidates with previous experience in pre- and post-award management of federally funded program project grants, (NIH, and NSF funding).

Work Performed

Pre Award Job Responsibilities (30%)

· Prepare and submit grants and contract through pre-award process utilizing both Sponsor and Duke regulations.

· Advise the faculty/PI on administrative requirements in preparing proposal submissions.

· Prepare, coordinate and review proposal elements such as biosketches, budget, justifications and facilities & resources for consistency, accuracy, and completeness.

· Monitor compliance with federal funding agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.

· Manage the subcontract process with pre award office and collaborating organizations.

Post Award Job Responsibilities (50%)

· Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.

· Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements on a monthly and as needed basis.

· Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with the pre award office.

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

· Identify and submit the cost transfers resulting from budget reconciliation.

· As requirements change, prepare and submit requests for re- budgeting/modifying the funded project.

· Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports.

· Monitor compliance with agency and University regulations regarding reporting.

· Maintain financial records per the institutional documents retention guidelines.

· Manage overdrafts in line with unit procedures and institution guidelines.

· Ensure proper recording of revenue associated with all projects; applying revenue management standards.

· Close all funded projects consistent with university processes and timelines.

Administrative Job Responsibilities (20%)

· Develop project management plan for review by the faculty/PI or senior level grants administrator.

· Monitor and implement cost sharing to reflect appropriate labor distribution or related cost sharing obligations.

· Ensure process is in place within the unit for proper handling and tracking of Sponsor payments into the project cost object.

· Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.

· Submit reports to central and unit management as required.

Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications 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 (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) is expected. 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. Department prefers a candidate exposure to NIH projects, specifically Pre-Award process for NIH projects

Skills: ·

Excellent communication skills

· Ability to multitask and prioritize effectively

· Ability to analyze data and formulate conclusions

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

· Ability to work with diverse groups of people in a team based environment

· Knowledge of federal rules and regulations relating to sponsored research grant and/or contract activity.

· Knowledge of Duke University policies and procedures relating to grant and contract 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

· Experience to perform required functions in SPS, R3, grants.duke relating to assigned duties.

· Motivated, enthusiastic, customer service-oriented attitude

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).

Training - RAA and AGM required. Expected to attend all the appropriate internal updates. 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.

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 continuing education

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

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.