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.

Grants and Contracts Administrator (Remote)

Office for Research and Innovation | Campus Grants Management Team

Job Code: 2647 | Job Level: 81 | Job Family: JF 28 | FLSA: Exempt

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. This position is with the Campus Grants Management Team, a dynamic and growing unit in the Office for Research and Innovation, which provides cradle-to-grave grant management services for specifically identified departments. CGMT is dedicated to providing high-quality customer service and compliant award management to our customers. Lifecycle research administrators in CGMT are more than transaction processors; they are subject-matter experts and partners with their faculty in crafting excellent proposals and managing awards in accordance with sponsor guidelines.

Remote Work Eligibility

All Duke University remote workers must reside in one of the following states or districts: Alabama Arizona, California, Colorado, Connecticut, Delaware, Florida, Georgia, Hawaii, Illinois, Indiana, Iowa, Kentucky, Louisiana, Maryland, Massachusetts, Michigan, Maine, Missouri, Montana, New Hampshire, New Jersey, New York, North Carolina, Ohio, Oregon, Pennsylvania, South Carolina, Tennessee, Texas, Virginia, Vermont, Washington State, Washington, DC or Wisconsin.

Be Bold.

What You Will Do

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. The successful candidate for this position will be someone with a strong analytical background, ability to think critically, has strong attention to detail, makes sound independent decisions, provide sound, accurate guidance to PIs and their staff, and someone who is a high level excel user.

Pre-Award Responsibilities (30%)

• Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations.
• Advise faculty/PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review proposal elements such as biosketches, budgets, justifications and facilities & resources.
• Monitor compliance with agency and University regulations regarding submission.
• Manage the subcontract process with pre award office and collaborating organizations.

Post-Award Responsibilities (50%)

• Manage budget, effort, reporting, and compliance timelines through the lifecycle of the grant or contract.
• Advise faculty/PI on budget adjustments and revisions necessary to meet sponsor requirements.
• Provide ad hoc reports to business managers and PIs as requested.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-award agreements with pre-award office.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.

• Identify and submit the cost transfers resulting from budget reconciliation.
• As requirements change, prepare and submit requests for re-budgeting/modifying the funded project.
• Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports.
• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional document retention guidelines.
• Manage overdrafts in line with unit procedures and institution guidelines.
• Ensure proper recording of revenue associated with all projects; applying revenue management standards.
• Close all funded projects consistent with university processes and timelines.

Administrative Responsibilities (20%)

• Develop project management plan for review by the faculty/PI or senior level grants administrator.

• Monitor and implement cost sharing to reflect appropriate labor distribution or related cost sharing obligations.
• Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
• Submit reports to central and unit management as required.

Required Qualifications

Education: Bachelor's degree required. Research or grants education and/or certification preferred. Completion of required Duke research administration training and Research Administration Academy (RAA) required within established timelines.

Experience: No experience required for candidates with a Bachelor's or Master's degree in a directly related field.

Skills: Excellent written and verbal communication skills; strong analytical background; advanced Excel proficiency; ability to analyze data, manage multiple projects, think critically, make independent decisions, and provide exceptional customer service.

Choose Duke.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging.