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Req ID:  2390
Date:  Dec 5, 2019

Durham, NC, US, 27710

Personnel Area:  UNIVERSITY

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.


The Nicholas School of the Environment (NSOE) invites you to consider joining our team as the next step in your career.  


We are a mid-sized school with approximately 70 regular-rank faculty and 100+plus employees, supporting undergraduate, masters and PhD educational programs.  We have great locations on Duke’s West Campus in Durham, NC and at the Marine Lab in Beaufort, NC. 


Why join NSOE? 

  • Focused mission on critical environmental issues facing the world today
  • Close-knit community of staff, students and faculty with plenty of opportunities to connect with colleagues
  • Rooftop garden with opportunity to have your own garden plot
  • Regular social and training events for staff
  • Managers who appreciate work/life balance and are open to flexibility
  • Accessible organizational leadership
  • Opportunities to engage in school-wide committees providing professional growth outside area of expertise
  • Opportunities to participate in school-led community service projects




This position is a part of the Nicholas School of the Environment’s business office and provides
grant administration, financial analysis and customer service. It will focus on grant administration but will be involved in other financial work of the office as well.
Occupational Summary
This position is responsible for managing an assigned portfolio of complex grants and contracts
using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.
Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review.
Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.
The position will perform other financial and/or budgeting analytical work with faculty or supervisor for cross training and backup as needed.

Work Performed

- Performs pre-award and/or post award activities.
-Develop budgets and budget justifications which include proofing the budget for inconsistencies and ensuring accuracy.
- Advise the PI on administrative requirements in preparing proposal submissions.
- Prepare, coordinate and review certain proposal elements (bio sketches and facilities & resources) for consistency, accuracy, and completeness.
- Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.
- Review sponsored projects through SPS to ORA/ORS to ensure compliance with University
procedures and institutional signatures.
- Ensure understanding of the current fiscal performance of studies and identify areas of concern
that need resolution. Advise PI on budget adjustments and revisions necessary to meet the
sponsor requirements.
- Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.
- Develop project management plan for review by the PI or senior level grants administrator.

- May make cost-sharing adjustments to reflect appropriate labor distribution or related 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 financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
- Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.
- Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made.
- Identify the need for cost transfers from budget reconciliation; submit cost transfers.
- As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
- Monitor compliance with agency and University regulations regarding reporting.
- Maintain financial records per the institutional documents retention guidelines.
- Ensure process is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.

- Monitor and determine appropriate charging of patient care expenses to the study fund codes.
- Interpret departmental policies and procedures, making decisions on specific operating problems
and issuing instructions on behalf of unit.
- 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.
- Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards
- Submits reports to manager when requested





Work requires communications, analytical and organizational skillsgenerally acquired through completion of a bachelor's degree program.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 ResearchReporting, 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) isrequired. Employees hired into this classification without RAA trainingwill work closely with their manager to schedule and complete thetraining within 12 months of start date. The expectation is that thestaff member will maintain the requirements for their level. Failing tomeet these requirements will be addressed through the performance reviewprocess.Upon successful completion of expected training, the employee mustmaintain certification(s) by completing continuing educationrequirements.



No experience required for candidates who possess a Bachelor's orMaster's degree in a field of study directly related to the specificposition.

 Preferred Education/Training:
Bachelor's degree preferred plus two years of grant management experience.  RAA credential preferred; AGM credential or ability to complete within 6 months preferred.


- Ability to analyze data and formulate conclusions. 

- Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties.
- Understand financial processes and controls including the reconciliation process

- Ability to learn changing technologies related to grants and contracts management.
- Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access,
Excel, Power Point).
- Ability to communicate both verbally and in writing with all levels of the organization.
- Ability to manage and prioritize multiple projects/tasks simultaneously.
- Ability to create verbal and written reports.
- Knowledge of federal rules and regulations relating to research grant and/or contract activity
- Knowledge of Duke University policies and procedures relating to grant and contracts activity
- Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.
- Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
- Understand and be able to apply costing rules and regulations to federally funded projects.


Duke University 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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh