GRANTS AND CONTRACTS ADMINISTRATOR - School of Medicine Shared Research Administration Resource
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.
This position will be located within the School of Medicine Shared Research Administration Resource Group and will play an active role in working with 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 agency and university guidelines and published timetables 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 and overseeing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.
Pre-award Job Responsibilities (30%)
- Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
- Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. Follow through to submission to Sponsor.
- Advise the faculty/PI on administrative requirements in preparing proposal submissions.
-Assist faculty/PI and study team with development of internal cost assessment and subsequent budget development and negotiation with sponsor including the use/implementation of the Clinical Research Management System, if applicable.
- Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency, accuracy, and completeness.
- Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
- Review sponsored projects through SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures.
- Participate, as necessary, in study initiation meetings to help facilitate internal cost assessment development and budget negotiations.
Post-award Job Responsibilities (50%)
- Manage assigned projects and financial project portfolios.
- Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
- Monitor proposal status and advise faculty/PI on requirements and deadlines associated with research protection protocols
- 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 and ORS.
- 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 document's retention guidelines.
- Monitor and determine appropriate charging of patient care expenses to the study cost object(s).
- 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.
- May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
- Ensure process (SOP) is in place within the unit for proper handling and tracking of Sponsor payments into the project cost object. This process must be handled in accordance with the institution’s current policy.
- Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
- Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards
- Submit reports to the Divisional Administrator/Business Manager when requested
Required Qualifications at this Level
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.
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.
- 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
Proficient as a grants and contracts administrator.
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.
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.
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.
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
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.