Grants and Contracts Administrator

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.

POSITION OVERVIEW

This position may have an opportunity to work remotely.  All Duke University remote workers must reside in one of the following states or districts:  AZ, CA, CO, CT, GL, GA, HI, IL, IN, MD, MA, MI, ME, MT, NH, NJ, NY, NC, OH, PA, SC, TN, TX, VA, WA, DC

The Department of Medicine Office of Research is the largest central departmental research administration team in the School of Medicine, managing a research portfolio worth approximately $250M and supporting around 225 research faculty. Within the Medicine Office of Research, we take a cradle-to-grave approach whereby Grants & Contracts Administrators (GCA) manage both pre- and post-award activities across a variety of fund sources for an assigned portfolio. We are looking to fill several positions over the next few months on both our grants administration and clinical research finance teams. While GCAs are assigned to a specific team and report directly to a Grants and Contracts Manager, belonging to a much larger more matrixed team environment means teamwork and positive working relationships are paramount to our collective success.

Pre-award activities include assisting departmental faculty in the development, preparation, and submission of grant proposals and clinical study financial and contract start-up. The GCA is responsible for ensuring all proposals meet agency and university guidelines and deadlines, and are entered and routed for institutional review in a timely manner. Post-award activities include detailed reconciliation of project financials, preparing complex financial reporting for investigators and business managers to assess whether a project is on target or if adjustments are needed, processing rebudgets, renegotiating industry funding, and project closeout.

WORK PERFORMED

• Manage assigned projects and financial project portfolios.

• Develop budget and budget justification; proofing for inconsistencies to ensure accuracy.

• Advise faculty on administrative requirements in preparing proposal submissions.

• Prepare, coordinate and review certain administrative proposal elements (biosketches, facilities & resources, etc.) 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 internal routing system for institutional/school level review and approval.

• Manage budget, reporting and compliance timelines through the lifecycle of the project.

• 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.

• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with institutional/school offices.

• Review, evaluate, and reconcile costs related to study participant enrollment.

• Reconcile monthly budget reports and inform PI of corrections/adjustments that have been made. Identify the need for cost transfers from budget reconciliation; submit cost transfers. 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.

• Apply federal and university rules to management of effort allocation appropriately for individuals with salary support from federal awards.

• Ensure proper recording of revenue associated with all studies; apply revenue management standards; manage any overdrafts in line with unit procedures and institution guidance.

• Monitor compliance with agency and institutional/school regulations regarding reporting.

• Closeout all funded projects consistent with university process and timelines.

• Perform other duties as assigned to ensure efficient and effective research support in the Department of Medicine.

REQUIRED QUALIFICATIONS

Education/Training

• 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 Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, 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) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. 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 position.

Skills

• Must have a clear understanding of accountability and possess the ability to prioritize multiple projects/tasks simultaneously to ensure timely completion.

• Must understand the importance of team and be comfortable working as part of large matrixed business unit.

• Must be resourceful, customer-service and solution oriented, and have an innate ability to work independently in a flex/remote environment.

• Ability to consume information and formulate recommendations.

• Demonstrated skills in analyzing data and formulating conclusions; full command of MS Office Suite with significant comfort in Excel. Experience with financial reporting preferred.

• Ability to communicate both verbally and in writing with all levels of the organization.

• Significant grasp on appropriate escalation when issues arise.

• Ability to learn changing technologies related to grants and contracts management.

Job Code: 00002647 GRANTS AND CONTRACTS ADMINISTRATOR
Job Level: 81

Duke 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: Certainjobs 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.