Grants and Contracts Administrator (Remote)

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.

Be You.

The Thomas Lord Department of Mechanical Engineering & Materials Science is seeking a Grants and Contracts Administrator to join our research administration team. In this role, you will provide comprehensive pre-award and post-award support to faculty and Principal Investigators, helping advance groundbreaking research through expert grants management, financial oversight, and regulatory compliance.

You will serve as a trusted partner to researchers throughout the entire sponsored project lifecycle, from proposal development and submission through award management and closeout. Success in this role requires strong analytical skills, attention to detail, financial acumen, and the ability to manage multiple priorities while ensuring compliance with sponsor, federal, and university requirements.

Minimum Requirements

• Bachelor's degree in a related field or an equivalent combination of education and experience.
• Strong analytical, organizational, and communication skills.
• Ability to manage multiple projects and competing deadlines simultaneously.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Ability to analyze financial and operational data and draw meaningful conclusions.
• Strong written and verbal communication skills with the ability to work effectively across all levels of the organization.
• Ability to learn and apply sponsor regulations, university policies, and research administration best practices.

Preferred Qualifications

• Bachelor's degree or higher.
• Three or more years of research administration, grants management, or sponsored research experience.
• Experience supporting both pre-award and post-award activities.
• Knowledge of federal regulations governing sponsored research.
• Experience working in an academic medical center, research university, or similar complex environment.
• Familiarity with Duke research administration systems and processes.
• Research administration certification or related professional training.

Other Requirements

• Successful completion of Duke Research Administration Academy (RAA) training within required timeframes.
• Successful completion of required Duke Financial Services and Research Administration coursework, including Sponsored Research Reporting and Basic Compliance training.
• Ability to maintain continuing education requirements associated with required certifications and training programs.
• Experience with or ability to learn systems such as SPS, SAP, Grants.Duke, and SES.

Be Bold.

As a Grants and Contracts Administrator, you will play a critical role in supporting faculty research initiatives and ensuring the successful administration of sponsored projects.

Manage Proposal Development and Submission

• Partner with Principal Investigators to develop, prepare, review, and submit grant and contract proposals.
• Create and justify proposal budgets that align with sponsor guidelines and university requirements.
• Review proposal components, including biosketches, facilities and resources documents, and supporting materials for completeness and accuracy.
• Ensure proposals comply with sponsor, federal, and institutional requirements before submission.
• Monitor proposal timelines and guide investigators through submission milestones and approval processes.

Oversee Sponsored Project Financial Management

• Manage a portfolio of sponsored awards from account setup through project closeout.
• Monitor project expenditures, analyze financial activity, and identify potential concerns or compliance risks.
• Reconcile monthly financial reports and coordinate necessary corrections and adjustments.
• Prepare cost transfers, rebudget requests, and award modifications in accordance with institutional policies.
• Monitor project spending, cost-sharing commitments, overdrafts, and revenue recognition to ensure responsible stewardship of sponsored funds.

Ensure Regulatory Compliance and Reporting

• Maintain compliance with sponsor, federal, and university regulations governing sponsored research.
• Monitor reporting requirements and deadlines throughout the award lifecycle.
• Apply effort allocation and costing principles to federally funded projects.
• Prepare financial and administrative reports for investigators, department leadership, and university stakeholders.
• Maintain accurate financial and administrative records in accordance with institutional retention requirements.

Administer Subawards and Collaborative Research Agreements

• Coordinate subrecipient financial and reporting requirements throughout the life of sponsored projects.
• Facilitate the issuance, monitoring, reconciliation, and closeout of subawards in collaboration with institutional partners.
• Review financial and technical reports submitted by collaborating organizations and ensure sponsor requirements are met.

Provide Strategic Research Administration Support

• Advise faculty and research teams on sponsored research policies, procedures, and best practices.
• Develop project management plans and support tools that enhance award management and compliance.
• Resolve operational and financial issues while providing exceptional customer service to faculty and departmental stakeholders.
• Collaborate with university offices to support successful project execution and research administration operations.

Choose Duke.

The Pratt School of Engineering is one of the nation's fastest-rising engineering schools and is recognized for its innovative research, interdisciplinary collaboration, and commitment to developing future engineering leaders. With four academic departments, more than 130 faculty members, and a vibrant community of undergraduate, master's, and doctoral students, Pratt offers an exciting environment where discovery and innovation thrive.

At Duke University, you will join a world-renowned institution dedicated to excellence in research, education, and service. Located in Durham, North Carolina, in the heart of the Research Triangle, Duke offers access to a collaborative academic community, cutting-edge research opportunities, and one of the most desirable regions in the country to live and work.