Grants and Contracts Manager

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.

Are you ready to make a meaningful impact by supporting the grants and contracts compliance within the Shared Research and Administration Resource Group (RASR)?

Candidates must reside in the following states: AL, AZ, CA CO, CT, DE, FL, GA HI, IL, IN, IA, KY, LA, ME, MD, MA, MI, MT, NH, NJ, NY, NC, OH, OR, PA, SC, TN, TX, VA, WA, & Washington, DC.

Be You.

The School of Medicine is seeking a dedicated and detail-oriented Grants and Contracts Manager to join the RASR Group. This position plays a vital role in supporting specifically identified departments by managing a diverse and complex portfolio of grants and contracts.

As a key member of the RASR team, you will coordinate and/or perform both pre-award and post-award activities. Pre-award responsibilities include preparing and submitting grant and contract proposals, ensuring compliance with agency and university guidelines, and meeting critical deadlines. Post-award duties involve detailed budget reconciliation, financial reporting, budget projections, and ensuring compliance with federal and institutional requirements.

This position is responsible for a specified highly complex grants and contracts portfolio using discretion and in dependent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. This position is expected to manage a mid- sized unit (school, department, division, institute, or center) with a well-defined grant and contract portfolio. This position functions as a manager and/or facilitator of large projects, such as grants and contracts that span across multiple disciplines and faculty.

Work Arrangement - This position has the option to be 100% remote. Candidates must reside in one of the approved states for remote work, which can be viewed here: https://remotework.duke.edu/policy/outside-nc/

Anticipated Pay Range - Duke University provides an annual base salary range for this position as USD $ 67,732.00 to USD $116,282.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending a n offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

Learn more at: https://hr.duke.edu/benefits/

DEPARTMENTAL PREFERENCES

Research or grants education and/or certification is preferred.

Certified Research Administrator preferred.

Pre-award & Post-award experience.

Experience in a University setting.

Experience managing other Grant Managers/Administrators.

MINIMUM QUALIFICATIONS

Education - Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

Successful completion of the Research Administration Academy (RAA) and Advanced Grants Management is required. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete.

Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.

Experience - Work generally requires three (3) years of relevant grants and contracts experience.

Be Bold.

Pre-Award

• Coordinate work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties.
• Manage large projects that span across multiple disciplines and faculty.
• Serves as the point person for team members on grants and contracts issues as well as questions related to university guidelines.
• Provide guidance to the PI on the requirements of the IRB, IACUC, COI, IBC, and research related regulations including proposal submission and award set-up. Consult with department compliance liaison as necessary.
• Review proposal submissions for compliance with export controls.
• Manage the subcontract process with ORA/ORS and collaborating organizations.
• Develop budgets and budget justifications which include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justification which includes sub-recipient information secured from sub-agreements.
• Advise the PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness.
• Moni tor 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 SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures.
•  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 proposal status and advise PI on requirements and deadlines associated with research protection protocols.

Post-Award

• Develop project management pl an for review by the PI or senior level grants administrator.
• Make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
• Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Establish sub-recipient requirements and provide on-going sub-recipient monitoring. Coordinate issuance of sub-agreements with ORA/ORS.
• Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.
• Establish and implement project management plans for complex projects.
• Reconcile monthly budget reports, implement adjustments and in form PI and/or supervisor of corrections/adjustments that have been made.
• Prepare budget projects and analysis to assist PI in financial grant management.
• Identify the nee d for cost transfers from budget reconciliation; submit/approve the cost transfers.
• As requirements change, 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.
• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional documents’ retention guidelines.
• Ensure process (SOP) is in place within the un it for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.
• Monitor and determine appropriate charging of patient care expenses to the study fund codes.
• Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
• Manage overdrafts in li ne with unit procedures and institution guidance.
• Ensure proper recording of revenue associated with all studies; apply revenue management standards.
• Closeout all funded projects consistent with university process and timelines.
• Perform overall grants monitoring using tools available to monitor compliance with Duke policies

Management

• Submits reports to the Divisional Administrator /Business Manager when requested
• Recommend various personnel actions including, but not limited to, hiring, training performance appraisal, promotions, transfers and vacation schedules.
• Supervisory Responsibilities: Supervise other grants and contracts positions and support personnel.

Choose Duke.

Apply now and become a vital part of our collaborative and mission-driven team with the RASR Group at the School of Medicine!

Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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: Certain jobs 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.