Grants and Contracts Administrator

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.

Occupational Summary:

The Duke Department of Biology seeks a Senior Grants & Contracts Administrator (GA) to manage an assigned grants portfolio for the current Biology faculty/PI. This position reports to the Sr. Grants and Contract Manager and will join a team of 6 grant administrators.  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 developing, preparing, and submitting grant and contract proposals. Ensuring all applications meet agency and university guidelines and published timetables and deadlines. Confirm that proposals are entered and routed in a timely manner for further review within the department and Office of Research Support (ORS). Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports projections, and making necessary adjustments and corrections for assigned project budgets. Provide oversight to ensure budgets are submitted for further review and approval needed to meet project goals and federal requirements.

A successful candidate for this position is someone interested in supporting faculty research with strong analytical and financial management skills. Must be comfortable with working in a deadline-driven environment and being able to manage and prioritize several projects.

Work Performed

Pre-Award Responsibilities (40%)

• Prepare and submit grants and contracts through the pre-award process utilizing both Sponsor and Duke regulations.
• Advise the faculty/PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review proposal elements such as biosketches, budgets, justifications and facilities & resources for consistency, accuracy, and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.
• Manage the subcontracting process with pre-award office and collaborating organizations.

Post-Award Responsibilities (40%)

• Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Provide ad hoc reports to unit business manager, grants manager, and PIs upon request.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
• 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.
• 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 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 (15%)

•  Develop a 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.
• Submits reports to the Divisional Administrator/Business Manager when requested

Other Duties (5%)

• Perform other related duties incidental to the work described herein. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Preferred Experience

• Previous experience working in academia, supporting faculty and/or research.
• Experience with SPS, R3/SAP, and other grant and research-related tools.
• 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.

Preferred Skills

• General interest in supporting the academic and research functions of the university
• Excellent organizational, people, communication, and program management skills are desired.
• Flexible thinker and problem solver.
• Excellent communication skills with the ability to communicate both verbally and in writing with all levels of the organization.
• Ability to analyze data and formulate conclusions.
• Ability to learn changing technologies related to grants and contracts management.
• Proficient use of computers; requires a solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint, Teams). — Ability to independently manage and prioritize multiple projects/tasks simultaneously.

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Research or grants education and/or certification is preferred. Successful completion of the Research Administration Academy (RAA) Onboarding Training and registration in a learning track within the first 90 days is required. 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 process. Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.

Experience

No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific

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