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.

Job Description

Prepares and submits research proposals and for internal and external grants and contracts. Provides overall administration of awarded research funds within required compliance, sponsor, and University guidelines. Works closely with Grants and Contracts Administrators, Grants and Contracts Managers, Clinical Research Unit (CRU) Financial Practice Manager in the CRU, and Principal Investigators (PIs)

Seeking candidate who is organized, proactive, familiar with basic administrative skills (filing, scanning/faxing), communicates effectively (written/email/phone/in-person), possesses strong computer skills, and is capable of tracking necessary due dates, meetings, appointments, and reminders for completion. Must be familiar with MS Word, MS Excel, MS PowerPoint, Adobe Acrobat, and Outlook e-mail and calendar.

Grant Management

Pre-Award Grants & Contracts Management:

Supports faculty seeking external and internal funding for research, investigate and interpret regulations, guidelines, GAPs and oversee the processing of contracts and/or grants in internal Sponsored Projects System (SPS). They will serve as a point of contact with assigned faculty.

• Provide pre-award grants management, including preparing and submitting applications, and detailed budget preparation ensuring correct pro-rated salary amounts, and sponsor specific budgetary constraints are observed. Review and process pre-award applications; monitor compliance with sponsor and University regulations; verify all financial information, correct salary, indirect rates, and fringe benefits rates, limitations.
• Maintain electronic files of transactions and documents in department shared drive.
• Work with the research team and PI to address questions and concerns on compliance, policy and practice.
• Notify PI and department administrators of grant award application deadlines.
• Assist PIs in processing renewal applications (Carryforward requests and/or No-Cost Extensions)
• Respond to “Just-In-Time” information requests made by NIH.
• Review and submit progress reports (non-competing applications) to sponsoring agencies.

Post-Award Financial Management:

Provide post-award project start-up, monitoring, ongoing reconciliation, and closeouts.

Review award documents for general and specific terms and conditions of award, communicate pertinent information to PIs. Ensure Duke cost object is created, invoice sponsors as needed. Monitor cost objects to ensure compliance with terms of award, sponsor policy, guidelines, and institutional Research Costing Compliance standards.Reconcile monthly financial reports from SAP/R3 into departmental financial report templates for PIs.
• Review financial transactions posted to general ledger for compliance with sponsor terms and conditions, University policies and procedures.
• Understand current fiscal performance for each faculty portfolio assigned, identify areas of concern for resolution (e.g. overruns), notify Grant Manager, and advise PI on budget adjustments.
Monitor for compliance, including CAS expenses (rebudget form as needed and appropriate). Identify and create non-salary transfers that require further review by senior leadership, or complete cost distributions, if needed.
• Communicate with PI to coordinate operational activities to ensure adequate adherence to approved budget including cost-shared salaries, purchases of capital equipment, variances in budget allocations, and limitations or exclusions imposed by Sponsor.

Ensure salary distribution and effort on projects are listed according to budget, approved by PI, and aligned with both grant and departmental budgets.

Ensure quarterly and annual completion of faculty effort reporting and certification, ESDUHS requirements are met to comply with institution, federal, and sponsor policies

Close-out Process:

Identify projects due for close-out 3 months prior to end date to ensure close-out of terminated projects in a timely manner. No late closeouts.

Notify PI of upcoming end date, closeout, removal of effort, for each project to ensure compliance is maintained during final months of project.

Close-out sponsored research projects in accordance with institutional, federal, state and private sponsor guidelines.

Prepare the close-out package and interpret financial reports and analyses: to include detailed expenses, projections, cost overruns, significant balances and trends that require re-budgeting.

Other Various Duties as Directed by Chief Administrator / Grant Manager/ Principal Investigator:

Meetings: Grants Team meetings, Business Office staff meetings, Quarterly in-person meetings with investigators with restricted/federal funding, quarterly Research Administration meetingsCoordinate incoming faculty relocations, grant transfers, including laboratory moves (with lab managers).

EDUCATION / TRAINING / EXPERIENCE:

Requires a bachelor’s degree. Preferred skills: Basic knowledge of OMB circulars A-21, A110, A-133, Uniform Guidance, Federal Acquisition Regulations, principles of cost accounting standards (allowability, allocability, and reasonableness); Knowledge and experience in research pre-award and post-award administration; proposal preparation and submission processes; basic working knowledge of fiscal policies and procedures; Duke University Financial System (SAP/R-3); experience in managing financial accounts and funds, cost projections and budgeting, ability to perform mid-level financial analysis and basic customized reporting; competence in the use of spreadsheet and database in financial analysis, fiscal management and financial reports; prefer background in research.

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.