Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

This position may have an opportunity to work remote/hybrid. All Duke University and Duke Health remote workers must reside in one of the following states or districts: Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC.

Job Title: Grants and Contracts Manager, Remote

Department: Vice Provost for Research, Campus Research Administration Support Resource Office

Occupational Summary

Campus Grants Management Team (CGMT) is recruiting for a grants and contracts manager. CGMT provides cradle-to-grave grant management services for specifically identified departments.

This position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts with a firm grasp of rules and regulations, technical expertise, analytical skills and an aptitude for using good judgement in applying grant management practices and procedures. This position would manage a team of Grants and Contracts Administrators. We are particularly interested in candidates who work well in a fast-paced environment and are strong critical thinkers. The successful candidates for these positions will be someone with a strong analytical background and someone who is a high level excel user.

Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals within all applicable university and sponsor guidelines and deadlines. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in order to meet project goals and federal requirements. This position is responsible for a specified highly complex grants and contracts portfolio using discretion and independent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. Manager and team portfolio may consist of federal, non-federal, and/or international funding with varying degrees of complexity. This position is expected to manage at least three additional staff positions in addition to their own grant portfolio.

Work Performed

Pre-Award

- Advise the PI on administrative requirements in preparing proposal submissions.

- Develop budgets and budget justifications which includes ensuring accuracy and consistency between budgets and budget justification and sub-recipient information

- Prepare, coordinate and review certain proposal for consistency, accuracy, and completeness.

- Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate F&A rate for the project.

- Review sponsored projects through SPS to ORS to ensure compliance with University procedures and institutional signatures.

- Monitor proposal status and advise PI on requirements and deadlines - Manage the subcontract process with ORA/ORS and collaborating organizations.

Post-Award

- Manage large projects that span across multiple disciplines and faculty which may involve developing a project management plan with the PI.

- Reconcile projects monthly - Proactively communicate with faculty regarding portfolio management issues and make necessary adjustments: submit cost transfers, request salary redistributions, submit rebudgets, submit no-cost extension requests. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.

- Maintain financial records per the institutional documents retention guidelines. - Make cost-sharing adjustments to reflect appropriate salary or in-kind cost-sharing obligations.

- Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.

- Establish sub-recipient requirements and provide on-going sub- recipient monitoring. Coordinate issuance of sub-agreements with ORA/ORS.

- 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.

- Perform overall grants monitoring using tools available to monitor compliance with Duke policies

- Provides reports to the Sr. Manager when requested

Management/Supervisory/Leadership

- Work closely with Sr. Manager to ensure all staff are adequately trained and provide a high level of service and delivery to our faculty.

- Serve as the point person for team members on grants and contracts issues as well as questions related to university guidelines

- Serve as point person for faculty for questions related to team performance

- Execute regular monitoring reports to ensure team is meeting all university performance metrics

- Recommend various personnel actions including, but not limited to: hiring, performance appraisal, promotions, transfers and vacation schedules.

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Supervise other grants and contracts positions. This includes completing all performance management forms and working with the Sr. Manager if there are performance issues on the team.

Create a team culture that fosters open communication, motivates staff, and encourages learning and professional development.

Required Qualifications at this Level

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 the Research Administration Academy (RAA) within 12 months of the hire date and Advanced Grants Management (6 additional months) is required. Successful completion of all expected training will be an annual performance goal until complete. The employee must maintain RAA and AGM certifications by completing continuing education requirements. Certified Research Administrator preferred.

Experience

Work generally requires three years of relevant grants and contracts and /or leadership experience.

Skills

- Full command of grants and contracts systems; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).

- Ability to communicate clearly and effectively, both verbally and in writing with all levels of the organization.

- Ability to manage and prioritize multiple projects/tasks simultaneously.

- Understand and apply knowledge of national compliance issues to circumstances at Duke University

-Leadership skills

Understanding of research administration as it relates to, but not limited to, compliance, internal controls, effort management, fund accounting on federal and non-federal awards.

Flexible and agile with changing landscapes and technologies in grants and contracts management.

The intent of this job description is to provide a representation of the duties and responsibilities required of this position 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. provided by each hiring department.

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.