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Req ID:  4506
Date:  Sep 4, 2019

Durham, NC, US, 27710

Personnel Area:  UNIVERSITY

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.


The Nicholas School of the Environment (NSOE) invites you to consider joining our team as the next step in your career.  


We are a mid-sized school with approximately 70 regular-rank faculty and 100+plus employees, supporting undergraduate, masters and PhD educational programs.  We have great locations on Duke’s West Campus in Durham, NC and at the Marine Lab in Beaufort, NC. 


Why join NSOE? 

  • Focused mission on critical environmental issues facing the world today
  • Close-knit community of staff, students and faculty with plenty of opportunities to connect with colleagues
  • Rooftop garden with opportunity to have your own garden plot
  • Regular social and training events for staff
  • Managers who appreciate work/life balance and are open to flexibility
  • Accessible organizational leadership
  • Opportunities to engage in school-wide committees providing professional growth outside area of expertise
  • Opportunities to participate in school-led community service projects


Occupational Summary

Provide support to customers by facilitating pre- and post-award processes for both the departments and the central areas. Perform basic reconciliation of assigned project budgets, prepare basic budget reports for review by PI and supervisors, and prepare adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements. May process invoices and provide Principal Investigator(s) with daily monitoring of grants and contracts to ensure expenses are being paid according to grants and contract(s) protocols.


Work Performed

Process Financial Transactions: 

- Facilitate required financial transactions for grants and contracts (as necessary).

- Facilita e Corporate Card clearing for assigned PIs and projects

- Process Purchase Orders and payments for Independent Contractors

- Process JVs for internal SBR Fees or other such transactions as needed.

- Process effort allocation appropriately for individuals compensated whole or in part from federal awards

- Maintain appropriated ocumentation for compliance and audit


Pre- Award Activity:  

-Assist principal investigators in budget preparation, budget revisions, budget reconciliation, or time extensions as needed. Inform PI and/or  supervisor of any errors that arise in the reconciliation of monthly budget reports. Identify the need forcost transfers from budget reconciliation.

- Collect and compile information for grant proposal.

- SPS data entry.

- Provides technical and administrative assistance during the negotiations, creation, and administration of grants and contracts.

- Prepare certain proposal elements (biosketches and facilities & resources) .

- Maintain a working knowledge of applicable regulations, policies, and protocols.


Post-Award Activity: 

- Implement awarded grant/contract budgets in university budgeting and accounting system.

- Monitor daily grant/contract project activities. Coordinates reporting requirements.

- Monitor proposal status and advise PI on requirements and deadlines associated with research protocols. Monitor reporting and compliance timelines for new awards. Assist investigators in preparing necessary documentation for site visits.

- Reconcile financial information on Sponsor's reports to University general ledger, reviewing financial transactions posted to general ledger and other documents for compliance with Sponsor's terms and conditions and University's policies and procedures.

- For industry funded projects, support the Revenue Management process

- Create and send invoices to sponsor as appropriate for negotiated fees and procedures, as dictated by the grant or contract.

- Analyze indirect costs charged to sponsored project, make appropriate calculations, and process journal entries to correct indirect costs.

- Assist investigators in processing renewal applications for existing protocols.

- Prepare various financial reports as required by the Sponsor reflecting compliance with the Sponsor's terms and conditions, prepare adjusting journal entries for unallowable expenses, including over expenditures.

- Facilitate required close out transactions and activities


Other Duties as assigned: 10%

- Assist with special projects.

- Other administrative duties to support the Durham and Beaufort administrative team

Certifications and Training: 

             Duke Research Administration (RAA) training and certification within 6 months ofhire

            AP/R3training within 6 months of hire



Ability to work within a team environment

Proficient use of computers; requiressolid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).

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

Ability to manage and prioritize multiple projects/tasks simultaneously.

Ability to create verbal and written reports.


Minimum Qualifications



Work requires communications, analytical and organizational skills generally acquired through completion of an Associate's degree program. Training: May be required to take FasTracks in areas of specific assigned duties




Work generally requires two years of relevant experience to obtain OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE office organization, communications, and administrative skills. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.


Duke University 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: 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.


Nearest Major Market: Durham
Nearest Secondary Market: Raleigh