School of Medicine Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

This position will be hybrid with most of the time remote.

This position will have an opportunity to work remotely. All Duke University 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.

Position Summary

The Grants & Contracts Administrator (GCA) is responsible for the financial management of an assigned portfolio of clinical trials and research studies for the Duke Cancer Institute (DCI). In addition provide administrative support for post award financial activity for DCI.

Responsibilities

Post-Award

Thoroughly understand assigned study contracts, terms, and payment schedules.

Manage all aspects of study finances including invoicing, collection, deposits, patient reimbursement, overdrafts, and records. Monitor expenses charged to study funds including patient care expenses.

Ensure invoices are paid promptly and the Clinical Research Unit (CRU) Management Fee is transferred on a quarterly basis from study revenue to the appropriate accounts.

Close-out studies in a timely manner in compliance with policy and the requirements of the funding agency. Transfer residuals to the team’s hub account.

Work closely with the study team to manage effort and make adjustments as needed to ensure that funding sources are aligned with the effort of faculty and staff.

Facilitate a smooth transition from pre-award to post-award.

Process effort allocation forms.

Reconcile financial transactions to the general ledger, review general ledger transactions for accuracy and other documents for compliance with terms and conditions and University's policies and procedures.

Create and send invoices per protocol requirements. Create POs and process outside service agreements.

Analyze indirect costs charged to projects and process journal entries to correct indirect costs. Process JVs and other transactions. Process close out transactions.

Reporting

Provide study teams with financial projections to assist principal investigators [PIs] with planning and maintenance of financial feasibility.

Produce reports and fiscal forecasts regularly with enough detail for study teams to make informed decisions about their research portfolio, accounts, and the funds available to support effort and other expenses.

Produce and provide reports as assigned.

Compliance

Maintain financial records per the institutional document’s retention guidelines. Monitor reporting compliance.

Actively participate in internal or external audits by providing information and documentation including background information and processes as requested.

Communication

Communicate openly and effectively with leadership, study personnel, and colleagues. Communicate concerns clearly in a professional manner. Respond timely to emails, phone calls and questions.

Escalate issues to others as appropriate, ensure issues are addressed timely.

Articulate and convey financial information honestly, transparently and in an easy to comprehend way providing the context for operational and financial considerations.

Leadership

Serve as an expert resource for colleagues and teammates. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions appropriately. Assist in onboarding new staff. Support colleagues in their project work; encourage completion.

Actively participate and contribute to meetings, especially study and team meetings; apply newly learned information to your work. Attend meetings and conferences as assigned.

Ethics

Summarize and clarify for study teams, the professional guidelines and code of ethics related to the financial conduct of clinical research.

Know and follow financial policies, standard operating procedures [SOPs], regulations and protocol requirements. Attend all assigned and required trainings; earn and maintain required certifications.

And other work as assigned.

The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities. 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 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 within12 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

Preferences

Duke financial management experience or 1 to 3 years of experience in the management of clinical research projects.

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.