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GRANTS AND CONTRACTS ADMINISTRATOR

Employer
Duke University
Location
Section of Surgical Disciplines Admin

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Administrative Jobs
Academic Affairs, Sponsored Programs, Grants & Contracts
Employment Type
Full Time
Institution Type
Four-Year Institution

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.

Occupational Summary
Performs pre-award and/or post award activities for The Section of Surgical Disciplines. Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications 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 an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

  • Manager assigned projects and financial project portfolios.
  • Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
  • Advise the PI on administrative requirements in preparing proposal submissions.
  • Prepare, coordinate and review certain proposal elements (biosketches and facilities&a mp; 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 ORA/ORS to ensure compliance withUniversity 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 by the PI or senior level grants administrator.
  • May make cost-sharing adjustmentsto reflect appropriate labor distribution or related cost-sharing obligations.
  • Manage budget, reporting and compliance timelinesthrough the lifecycle of the grant or contract; communicate new WBSEs toappropr iatedepartment personnel.
  • Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
  • Review and evaluate the Site Based Research charge assignment grids based on the schedule of eventsand protocol for the study.
  • Reconcile monthly budgetreports and inform PI and/or supervisor of corrections/adjustments thathave been made.
  • Identify the need for cost transfers from budget reconciliation; submit 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.
  • Monitorcompliance with agency and University regulations regarding reporting.
  • Maintain financial records per the institutional documents retention guidelines.
  • Ensure process (SOP) is in place 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 careexpensesto the study fundcodes.
  • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
  • Manage overdrafts in 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.
  • Apply federal and university rules to management of effort allocation appropriately forindividuals compensated whole or in part from federal awards
  • Submits reports to the Divisional Administrator/Business Manager when requested

Supervisory Responsibilities
May supervise grants and contracts assistants and support personnel.

Knowledge, Skills and Abilities

  • 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 MSOffice Suite (W ord, Access, Excel, Power Point).
  • Ability to communicate both verb ally 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, syst ems and offices related to and/or involved in grant and contract submiss ion and management.
  • Understand and be able to applyfederal and uni versity 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, R 3, grants.duke and SES relating to assigned duties.
  • Understand financial processes and controls including their conciliation process

TierStructure
Associate: Proficient as a grants and contracts administrator.

Advanced: Experienced, highly capable, and requires minimal oversight of work. Experience - 3 yea rs of relevant experience (2 years for internal employees who have recei ved 2 Exceeds Expectations on performance reviews).Training - RAA requir ed 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 developingothers.Experience - 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on perfo rmance reviews. CRA certification can also reduce the years of experienc e requirement to 5 years).Training - RAA and AGM required. Expected to attend all the appropriate internal updates.

Lead: Advanced tier competencies as well as responsibil ities 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 internalemployees who hav e received 2 Exceeds Expectations on performance reviews).Training - RAA and AGM required. Expected to attend all the appropriate internal upda tes.

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

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.

Organization

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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