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.

Be You.

The Pierre R. Lamond Department of Electrical and Computer Engineering (ECE) in the Pratt School of Engineering is seeking a detail-oriented and collaborative Grants and Contracts Administrator to join our team. This is an excellent opportunity to support world-class faculty and innovative research programs while developing expertise in research administration, financial management, and sponsored project administration.

In this role, you will partner closely with faculty investigators and university stakeholders throughout the lifecycle of sponsored research projects. You will assist with the preparation and submission of grant and contract proposals, help ensure compliance with sponsor and university requirements, monitor project finances, and provide guidance that supports successful research outcomes.

You will play a key role in managing a portfolio of sponsored projects, balancing pre-award responsibilities such as proposal development and submission with post-award activities including budget monitoring, financial reconciliation, reporting, effort management, and award closeout. Success in this position requires strong communication, analytical skills, attention to detail, sound judgment, and the ability to manage multiple priorities in a dynamic research environment.

Minimum Requirements

• Work requires analytical, and organizational skills generally acquired through completion of a bachelor's degree program.
• Ability and willingness to complete Duke's Research Administration Academy (RAA) certification requirements within established timeframes if not already certified.
• Ability to analyze data and formulate conclusions.
• Ability to manage and prioritize multiple tasks and deadlines.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Access.

Preferred Qualifications

• Three or more years of progressively responsible experience coordinating complex administrative, financial, or compliance-related processes.
• Experience with administering grants and contracts in a higher education, research, healthcare, or similar environment.
• Experience managing a portfolio of complex sponsored projects.
• Knowledge of federal regulations governing sponsored research activities.
• Knowledge of grant and contract management principles, budgeting, and financial reporting.
• Experience working with research administration systems such as SPS, R3, or similar platforms.
• Understanding of effort allocation, cost principles, and compliance requirements associated with federally funded awards.
• Knowledge of Duke University research administration policies, procedures, and processes.
• Demonstrated ability to interpret sponsor guidelines and communicate requirements effectively to faculty and research staff.

Other Requirements

• Successful completion and ongoing maintenance of Research Administration Academy (RAA) certification is required.
• Ability to learn and adapt to evolving technologies, systems, and regulations related to research administration.
• Ability to prepare financial and analytical reports and present recommendations to stakeholders.

Work Arrangement

This position is currently remote eligible and the employee must reside in a Duke University-approved state. Periodic in-person attendance may be required for team meetings, training sessions, and other departmental activities. This arrangement may change in the future if university policies are updated and the department is required to comply.

Be Bold.

Position Description

As a Grants and Contracts Administrator, you will support the successful management of sponsored research projects through a combination of pre-award and post-award activities.

Manage Proposal Development and Submission

• Assist faculty investigators with the preparation and submission of grant and contract proposals.
• Develop proposal budgets and budget justifications that align with sponsor requirements and project objectives.
• Compile and review required application components including biosketches, supporting documentation, and sponsor-specific forms.
• Review funding opportunity announcements and requests for proposals (RFPs) to ensure all requirements, restrictions, and deadlines are communicated to investigators.
• Ensure proposals comply with sponsor and university policies and are submitted within established timelines.
• Route proposals through university systems and coordinate with the Office of Research Support to secure required approvals and institutional signatures.
• Advise faculty regarding budget revisions and proposal modifications necessary to meet sponsor requirements.
• Monitor proposal status and communicate research compliance, protocol, and submission requirements to principal investigators.

Monitor Sponsored Project Financial Activity

• Manage an assigned portfolio of grants, contracts, and discretionary research accounts.
• Monitor expenditures to ensure compliance with sponsor guidelines, award restrictions, and university policies.
• Reconcile project accounts and analyze monthly financial activity using university financial systems.
• Provide faculty investigators with regular financial reports, forecasts, and recommendations to support effective project management.
• Identify financial discrepancies and coordinate corrective actions when necessary.

Ensure Regulatory and Financial Compliance

• Apply federal regulations, sponsor requirements, and university policies to sponsored project administration.
• Review and process cost transfers and budget modifications as needed.
• Assist with effort allocation management for employees partially or fully compensated through federally funded awards.
• Apply applicable costing principles and regulations to ensure appropriate stewardship of sponsored funds.
• Maintain accurate records and supporting documentation for active, pending, awarded, and closed projects.

Coordinate Subawards and Project Closeout

• Establish subrecipient monitoring requirements and coordinate the issuance of subaward agreements with central administrative offices.
• Work closely with university partners to facilitate award modifications, rebudgeting requests, and project changes.
• Coordinate award closeout activities and ensure projects are completed in accordance with sponsor and university timelines.
• Prepare reports and analyses for departmental leadership, including the Business Manager and Grant Manager, as requested.

Choose Duke.

The Pratt School of Engineering is one of the nation's fastest-rising engineering schools, bringing together exceptional faculty, students, and researchers to address society's most complex challenges. Home to four academic departments, more than 130 tenure-track faculty members, and thousands of undergraduate and graduate students, Pratt fosters innovation, collaboration, and discovery across disciplines.

The Department of Electrical and Computer Engineering plays a vital role in advancing groundbreaking research and educating future engineering leaders. As a Grants and Contracts Administrator, you will contribute directly to the success of faculty research programs that drive scientific advancement and real-world impact.