ADMINISTRATIVE MANAGER

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 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

FPM Responsibilities – 100% 

Overall position summary: Manages the finances of the department of anesthesiology’s clinical research unit(CRU). Responsibilities include collaborating with Study Team and Research Practice Manager (RPM) to prepare internal cost summaries and charge assignment grids (calendars) for each study. Sharing individual study financial summaries with PI#s at scheduled intervals and facilitating and supervising the negotiation of external study budgets and contracts. This position prepares the annual operating budget for the CRU portfolio and ensures proper recording of expenditures and revenues, specifically faculty and staff effort on studies and communicating regularly with study team regarding reconciliation of each CRU monitored WBS code per Duke General Accounting Principles and the department’s Business Office. This role works closely with the department’s grants and contracts manager and will spend a portion of their time estimated to be between 25% and 40%of their total effort completing the pre-award and post award responsibilities and timelines of the group. This position reports to the Senior Grants and Contracts Manager with indirect reporting to the CRU Director and Chief Administrator for appropriate work components. 

Responsibilities Shared by Research Practice Managers (RPM)and Financial Practice Manager(FPM) 

• Review and evaluate the charge assignment grid based on the schedule of events and protocol. 

• Provide financial advice to PI’s and CRC’s in the negotiation of study budgets with sponsors. 

• Review of individual study finances on a regular basis (monthly or more often as needed) with the RPM and as requested with the CRU director. 

• Facilitate efforts with RPM to address budget-related issues with the CRU Medical Director, PIs, and study coordinators as appropriate. 

•Coordinate with RPM that grant billing reports received by study teams are reviewed on a weekly basis; ensure process is in place for ongoing update of recipients for these reports. 

• Collaborate summaries(ICS) for all new projects. 

Contracts and Budgets 

•Coordinate with RPM, CRC’s, CRS’s and PI’s to prepare realistic internal costs 

Ensure proper records revenue associated with all studies applying revenue management standards. Generate and analyze financial reports reflecting the performance of studies as well as aggregated reports of the overall financial performance of the CRU, including infrastructure costs and study- specific expenses and revenue. 

• Maintain financial records for each CRU managed study per the institutional documents retention guidelines. 

• Review and route sponsored projects proposals through SPS to ORA ,to ensure compliance with University procedures and institutional signature. 

• Track the status of proposed projects related to budget and contract issues and provide updates to the CRU leadership, PIs and staff to support decision-making regarding new studies and resolve funding sources for underfunded projects. 

• Confirm receipt of final contractor award; understand the terms and restrictions and deliverables of agreement. 

Post Award Accounting / Transaction Analysis 

• For industry funded projects, facilitate the Revenue Management process; track subject activity & milestones, determine Earned Revenue, determine accrual amounts; validate the information and submit entries for the General Ledger to SOM Finance. 

• Monitor invoicing if invoicing occurs at the division/cluster level, and/or invoice sponsor as appropriate for negotiated fees and procedures, as dictated by contract. Monitor accounts receivable and follow up with sponsors as necessary. 

• Collaborate with PAFM Post Award Financial Management office for Federal and Foundation projects to ensure cash collection, particularly for Capitation or Invoice-required milestone agreements. 

• Ensure process (SOP)is in place within the department and CRU for proper handling of sponsor checks for deposit. 

• Monitor and communicate assignment of effort for Faculty and staff to sponsored or internal funds, coordinate with RPM, CRU director and faculty/staff to align with work done; Work with other departmental staff/leadership as needed; Ensure compliance with federal requirements and institutional standards. 

• Monitor compliance with institutional policies regarding the assignment, review, and validation of patient care expenses. Work with FPM, CRU director, research team, and PRMO to correct inappropriate charging of patientcare expenses. 

• Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions (i.e., patient billing issues, determining appropriateness of project expenditures based on budgeted expenses, etc.) on behalf of CRU and departmental leadership in accordance with precedents and policies. 

• Coordinate the close-out activity for completed projects and distribute margins in accordance with 

• CRU procedures and institutional guidance; in cases of overdraft spending, follow CRU procedures for appropriate write offs. 

Project / CRU Reporting and Analysis 

• Generate and analyze monthly financial reports of the CRU finances, showing the study revenue and costs associated. Share with CRU Leadership and PI’s on regular basis; to ensure an understanding of the current fiscal performance of the studies and identify areas of concern that may need resolution. 

• Provide guidance to the CRU leadership in terms of understanding the overall financial results of the CRU portfolio of studies. And significant issues, transfers or outliers should be explained in detail. 

• Manage overdrafts in line with departmental procedures and SOM guidance. 

CRU Operational Budgeting and Other Analysis 

• Prepare annual operating budget for CRU Central Operations (and clusters or divisions, as appropriate) and provide updates throughout the year regarding expense and revenue forecasts to CRU Leadership, department leadership and SOM Finance. 

• Assist CRU leadership and Department Chief Administrator with special financial related projects as needed. 

•Assist CRU and departmental leadership in determining appropriate procedures regarding the allocation of CRU overhead costs and distribution of margin; 

• Identify those studies with funding gaps and bring to the attention of the CRU Leadership Team/Faculty Advisory Council. 

Grants and Contracts Duties 

• Perform pre-award and post-award research activities for a specific grants portfolio. 

•Oversee and perform the post- award review of all extramural funding including government and non-government grants, foundation awards and contracts on behalf of the departments and its functional groups to assure institutional and sponsor compliance, budgetary appropriateness, and compliance of grant and contract awards to applicable governmental guidelines. 

• Submit fiscal reports as required. 

• Manage requests tore- budget when necessary. 

• This position will need to assist in pre-award and post award during heavy workload periods or when necessary to meet grant related timelines. 

Engagement with Research Community & Central Administration 

• Participate in meetings of CRU Financial Practices Managers and CRU Advisory Council; provide input regarding institutional standards and systems ;serve on sub committees as requested following the approval of the individual CRU director. 

• Represent the CRU and department head in meetings with PRMO, CRSO, SOM Finance and other areas related to CRU and clinical research operations. 

• Participate in audits conducted of CRU studies by both internal and external authorities PI and CRU Director. 

• Obtain needed training in areas of clinical study conduct and regulations to strengthen knowledge of clinical research good clinical practices.

Minimum Qualifications

Education

Work requires a general business back ground generally equivalent to a bachelor's degree in a business related field.

Experience

Work requires 4 years related business or administrative experience to EXPERIENCE OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative A master's degreein a business related field may be substituted for 2 years experience.

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