Grants and Contracts Manager

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.

Duke University is looking for a Grants and Contracts Manager to lead a large, complex, and diverse portfolio of sponsored projects—spanning multiple disciplines, faculty, and collaborating institutions. You will be the trusted go‑to partner for PIs and department leadership, ensuring that proposals and awards are accurate, compliant, on time, and financially sound throughout the full grant lifecycle.

On a typical day, you will:

• Coordinate and manage multi‑PI, multi‑site projects; serve as the point person for all grants/contracts questions and Duke policy interpretation.
• Guide proposal development (budgets, justifications, biosketches, facilities/resources), ensure compliance (IRB, IACUC, COI, IBC, export controls), and route through SPS to ORA/ORS.
• Set up awards, create detailed budget projections, and monitor fiscal performance; reconcile ledgers, correct errors, manage overdrafts, and prepare financial reports and re-budget requests.
• Lead subrecipient management (risk assessment, requirements, agreements, monitoring, and closeout) and coordinate with ORA/ORS and external partners.
• Oversee effort management across complex appointment types (PDC, VA, University); ensure allocability, allowability, and timely certifications.
• Establish internal controls, SOPs, and revenue management standards; ensure accurate handling of sponsor payments and compliant closeouts.
• Supervise and mentor grants staff; balance workloads, set priorities, and elevate issues when needed.

You’ll make a measurable impact by safeguarding compliance, informing strategic decisions with clear financial insights, and freeing up faculty to focus on discovery.

Minimum Requirements

• Education/Training: Bachelor’s degree is generally required. Research or grants education and/or certification preferred.
• Experience: Minimum 3 years of relevant grants and contracts experience.
• Required Duke Training: Successful completion of Research Administration Academy (RAA) within 12 months of hire and Advanced Grants Management (AGM) within an additional 6 months; ongoing maintenance of RAA and AGM via continuing education.
• Communication/Organization: Demonstrated communications, analytical, and organizational skills.

Preferred Qualifications

• Certification: Certified Research Administrator (CRA) preferred.
• Portfolio Leadership: Experience managing mid‑ to large‑scale, complex sponsored portfolios and cross‑disciplinary projects.
• Supervision: Prior experience supervising grants/finance staff or leading project teams.
• Systems & Tools: Full command of grants and contracts systems; strong MS Office (Word, Excel, PowerPoint; Access a plus).
• Regulatory Mastery: Working knowledge of federal regulations (e.g., Uniform Guidance), export controls, clinical research compliance in the Duke environment, subrecipient monitoring, cost sharing, effort certification, and closeout requirements.
• Financial Acumen: Budget development, projections, variance analysis, cost transfers, revenue recognition, asset management, and patient‑care charging to study funds.
• Project Management: Ability to prioritize multiple deadlines, build timelines, and keep complex projects on track.
• Stakeholder Communication: Clear written/oral communication across faculty, staff, and central offices; ability to escalate appropriately.

Be Bold.

Key Responsibilities:

Proposal Development & Submission

• Advise PIs on sponsor and Duke requirements; prepare/coordinate proposal components (budgets, justifications, biosketches, facilities & resources); ensure accuracy, internal consistency, and inclusion of subrecipient documents.
• Review for compliance with export controls; route proposals through SPS to ORA/ORS for institutional approvals and timely submission.

Award Setup & Compliance

• Develop award management plans; confirm appropriate F&A/overhead rates; monitor protocol approvals and related deadlines (IRB, IACUC, COI, IBC); communicate new WBSEs to stakeholders.
• Establish and maintain internal controls and SOPs for award administration, sponsor check handling, and document retention.

Financial Management & Reporting

• Reconcile ledgers monthly; prepare projections and variance analyses; identify and process necessary adjustments and cost transfers in compliance with sponsor and Duke policies.
• Advise PIs on budget revisions and re-budgeting; ensure accurate revenue recognition and manage overdrafts per unit and institutional guidance.

Subrecipient & Contract Management

• Set subrecipient requirements, coordinate issuance of sub agreements with ORA/ORS, and perform ongoing monitoring; ensure timely invoicing, reporting, and closeout.
• Apply federal rules to contract negotiations/management; ensure allowability/allocability of subrecipient charges and close all subrecipient budgets at project end.

Effort, Payroll & Compliance

• Guide effort planning and certify effort for individuals paid fully/partially by federal awards; manage complex effort across PDC/VA/University appointments.
• Ensure compliance with Duke’s RCR and research compliance expectations; escalate noncompliance and support corrective action.

Project Tracking & Closeout

• Track reporting/compliance timelines; coordinate technical and financial reports.
• Close awards on time with complete reconciliations, final reports, asset disposition, and records retention per policy.

Team Leadership & Operations

• Distribute work, set priorities, and ensure adequate coverage, tools, and space; interpret policies and resolve operational issues.
• Recommend personnel actions (hiring, performance, promotion, transfers, vacation schedules) and provide coaching and feedback.

Supervisory Responsibilities

• Supervise grants and contracts staff and administrative support personnel; mentor to build bench strength and consistency across the unit.

Choose Duke.

Join a mission‑driven community that advances discovery, learning, and service. You’ll collaborate with world‑class researchers while helping steward resources that power innovation across disciplines. You’ll also have access to Duke’s competitive benefits package and professional development programs designed to grow your career in research administration.

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 an 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/

Equal Opportunity Employer: 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, 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 of 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.

Job Code: 00002648 GRANTS AND CONTRACTS MANAGER
Job Level: 82