GRANTS AND CONTRACTS ADMINISTRATOR

Employer
Duke University
Location
DoM Research Administration
Closing date
Sep 16, 2021

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Administrative Jobs
Academic Affairs, Sponsored Programs, Grants & Contracts

Job Details

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.

POSITION OVERVIEW

The Department of Medicine Office of Research is the largest central departmental research administration team in the School of Medicine, managing a research portfolio worth approximately $250M and supporting around 225 research faculty. Within the Medicine Office of Research, we take a cradle-to-grave approach whereby Grants & Contracts Administrators (GCA) manage both pre- and post-award activities across a variety of fund sources for an assigned portfolio. We are looking to fill several positions over the next few months on both our grants administration and clinical research finance teams. While GCAs are assigned to a specific team and report directly to a Grants and Contracts Manager, belonging to a much larger more matrixed team environment means teamwork and positive working relationships are paramount to our collective success.

Pre-award activities include assisting departmental faculty in the development, preparation, and submission of grant proposals and clinical study financial and contract start-up. The GCA is responsible for ensuring all proposals meet agency and university guidelines and deadlines, and are entered and routed for institutional review in a timely manner. Post-award activities include detailed reconciliation of project financials, preparing complex financial reporting for investigators and business managers to assess whether a project is on target or if adjustments are needed, processing rebudgets, renegotiating industry funding, and project closeout.

WORK PERFORMED

– Manage assigned projects and financial project portfolios.

– Develop budget and budget justification; proofing for inconsistencies to ensure accuracy.

– Advise faculty on administrative requirements in preparing proposal submissions.

– Prepare, coordinate and review certain administrative proposal elements (biosketches, facilities & resources, etc.) 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 internal routing system for institutional/school level review and approval.

– Manage budget, reporting and compliance timelines through the lifecycle of the project.

– 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.

– Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with institutional/school offices.

– Review, evaluate, and reconcile costs related to study participant enrollment.

– Reconcile monthly budget reports and inform PI of corrections/adjustments that have been made. Identify the need for cost transfers from budget reconciliation; submit cost transfers. 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.

– Apply federal and university rules to management of effort allocation appropriately for individuals with salary support from federal awards.

– Ensure proper recording of revenue associated with all studies; apply revenue management standards; manage any overdrafts in line with unit procedures and institution guidance.

– Monitor compliance with agency and institutional/school regulations regarding reporting.

– Closeout all funded projects consistent with university process and timelines.

– Perform other duties as assigned to ensure efficient and effective research support in the Department of Medicine.

REQUIRED QUALIFICATIONS

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.

Minimum Qualifications

Education

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

Experience

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 position.

Preferred Skills

– Must have a clear understanding of accountability and possess the ability to prioritize multiple projects/tasks simultaneously to ensure timely completion.

– Must understand the importance of team and be comfortable working as part of large matrixed business unit.

– Must be resourceful, customer-service and solution oriented, and have an innate ability to work independently in a flex/remote environment.

– Ability to consume information and formulate recommendations.

– Demonstrated skills in analyzing data and formulating conclusions; full command of MS Office Suite with significant comfort in Excel. Experience with financial reporting preferred.

– Ability to communicate both verbally and in writing with all levels of the organization.

– Significant grasp on appropriate escalation when issues arise.

– Ability to learn changing technologies related to grants and contracts management.

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.

Company

Read our Diversity Profile History

Duke University was created in 1924 by James Buchanan Duke as a memorial to his father, Washington Duke. The Dukes, a Durham family that built a worldwide financial empire in the manufacture of tobacco products and developed electricity production in the Carolinas, long had been interested in Trinity College. Trinity traced its roots to 1838 in nearby Randolph County when local Methodist and Quaker communities opened Union Institute. The school, then named Trinity College, moved to Durham in 1892, where Benjamin Newton Duke served as a primary benefactor and link with the Duke family until his death in 1929. In December 1924, the provisions of indenture by Benjamin’s brother, James B. Duke, created the family philanthropic foundation, The Duke Endowment, which provided for the expansion of Trinity College into Duke University.Duke Campus

As a result of the Duke gift, Trinity underwent both physical and academic expansion. The original Durham campus became known as East Campus when it was rebuilt in stately Georgian architecture. West Campus, Gothic in style and dominated by the soaring 210-foot tower of Duke Chapel, opened in 1930. East Campus served as home of the Woman's College of Duke University until 1972, when the men's and women's undergraduate colleges merged. Both men and women undergraduates now enroll in either the Trinity College of Arts & Sciences or the Pratt School of Engineering. In 1995, East Campus became the home for all first-year students.

Duke maintains a historic affiliation with the United Methodist Church.

Home of the Blue Devils, Duke University has about 13,000 undergraduate and graduate students and a world-class faculty helping to expand the frontiers of knowledge. The university has a strong commitment to applying knowledge in service to society, both near its North Carolina campus and around the world.

Mission Statement

Duke Science"James B. Duke's founding Indenture of Duke University directed the members of the University to 'provide real leadership in the educational world' by choosing individuals of 'outstanding character, ability, and vision' to serve as its officers, trustees and faculty; by carefully selecting students of 'character, determination and application;' and by pursuing those areas of teaching and scholarship that would 'most help to develop our resources, increase our wisdom, and promote human happiness.'

“To these ends, the mission of Duke University is to provide a superior liberal education to undergraduate students, attending not only to their intellectual growth but also to their development as adults committed to high ethical standards and full participation as leaders in their communities; to prepare future members of the learned professions for lives of skilled and ethical service by providing excellent graduate and professional education; to advance the frontiers of knowledge and contribute boldly to the international community of scholarship; to promote an intellectual environment built on a commitment to free and open inquiry; to help those who suffer, cure disease, and promote health, through sophisticated medical research and thoughtful patient care; to provide wide ranging educational opportunities, on and beyond our campuses, for traditional students, active professionals and life-long learners using the power of information technologies; and to promote a deep appreciation for the range of human difference and potential, a sense of the obligations and rewards of citizenship, and a commitment to learning, freedom and truth.Duke Meeting

 “By pursuing these objectives with vision and integrity, Duke University seeks to engage the mind, elevate the spirit, and stimulate the best effort of all who are associated with the University; to contribute in diverse ways to the local community, the state, the nation and the world; and to attain and maintain a place of real leadership in all that we do.”

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