Duke University
Post-Award Management

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Administrative Jobs
Academic Affairs, Research Staff & Technicians
Employment Type
Full Time
Institution Type
Four-Year Institution

Job Details

Occupational Summary

This position functions as a Billing & Reporting Administrator in a post award environment specializing in the financial management of grant/cooperative agreement/contract funded projects awarded to the Duke Human Vaccine Institute (DHVI). This position is directly responsible for timely and accurate invoicing/financial reporting and should independently complete their assigned workload activity on a monthly basis. The Billing &Reporting Administrator functions as an integral partner, working closely with all levels of research personnel within the DHVI. This position is also an integral partner in the Post Award Financial Management DHVI billing section, integrating as a knowledgeable and functional backup for additional section responsibilities.

Work Performed
  • Prepares routine/final invoices and financial reports based on the monthly workload assignments for the DHVI billing section (inclusive of all workload items).
  • Completes all assigned workload activities in a timely and accurate manner.
  • Directly manages multiple grants through effective award management oversight, invoice preparations/supporting backup documentation, ensuring accuracy and timeliness to the sponsors.
  • Assists in the compliant processing of all subrecipient payments related to the DHVI.
  • Works with customers to resolve billing/reporting/close-out issues.
  • Utilizes SAP management/reporting tools on a continual basis to review/analyze for completeness of billing & reporting records.
  • Provides timely, accurate and courteous assistance to all external and internal partners.
  • Provides the billing manager with regular status updates on workload completion/at risk workload items.
  • Assists in ensuring compliance with policies set forth by the University and/or external agencies.
  • Performs other assignments as requested by leadership.

Required Qualifications at this Level EDUCATION/TRAINING:

  • Work requires knowledge generally acquired through a bachelor’s degree in Accounting, Business Administration, or a directly related field. Research or grants education and/or certification is preferred. The Certified Research Administrator (CRA) or the Certified Financial Research Administrator (CFRA) certification is preferred.
  • Training: Successful completion of the QuickStart in Research Administration Program (on-line), Financial Services Introduction to SAP, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, and select other trainings are directed by leadership.
  • Successful completion of the Research Administration Academy (RAA) certification. Employees hired into this position without the expected credentials will work closely with their manager to schedule and complete all training within a reasonable period of time

  • Work generally requires one to three years of accounting experience to become knowledgeable about accepted accounting, industry/governmental requirements, and internal control practices.


  • Excellent problem-solving and analytical skills
  • Ability to assimilate and conceptualize information
  • Ability and desire to work in a fast paced and complex work environment
  • Demonstrated initiative and strong attention to detail
  • Strong time management skills in a deadline driven environment
  • Ability to work both independently and in a team-oriented environment
  • Excellent written, verbal and interpersonal skills
  • Ability to interpret and apply post award guidance from Duke University policies and procedures
  • Understanding and application of basic internal control concepts, including adequacy and completeness in documentation during the daily management of sponsored awards
  • Proficient in Microsoft Office Programs: Excel, Word, Outlook, PowerPoint
  • Experience with SAP

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.

Minimum Qualifications


Education: Work requires communications, analytical and organizational process. skills generally acquired through completion of a bachelor's degree program. Research or grants education and/or certification is preferred. Training: Successful completion of required department training such as GC101& 201 Introduction to Research, 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 Research Administration Academy (RAA) certification by completing continuing education requirements.


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

Job Level: 81

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 essential job 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.


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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