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Req ID:  18467

Beaufort, NC, US, 28516

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 Duke University Marine Lab invites you to consider joining our team as the next step in your career.  This position provides support to customers in the administration of

grants and tracking of financial activities. 

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 Principal Investigator(s) (PI) and supervisors, and prepare adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and (Duke and) federal requirements. May process invoices and provide PI 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.
  • Facilitate Corporate Card clearing for assigned card holders and projects.
  • Process Purchase Orders and payments for Independent Contractors.
  • Process Journal Vouchers for internal Site Based Research (SBR) Fees or other such transactions as needed.
  • Process effort allocation appropriately for individuals compensated whole or in part from federal and other sponsored awards.
  • Maintain appropriate documentation for compliance and audit.


Pre- Award Activity

  • Assist principal investigators in budget preparation, budget revisions, budget reconciliation, or time extensions as needed.
  • Collect and compile information for grant proposals
  • Sponsored Projects System (SPS) data entry.
  • Provide 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. Coordinate 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.
  • Inform PI and/or supervisor of any errors that arise in the reconciliation of monthly budget reports.
  • Identify the need for cost transfers from budget reconciliation.
  • 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.
  • 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

  • Assist with special projects.
  • Travel between Beaufort and Durham for training and meetings required.
  • Other administrative duties to support the Durham and Beaufort administrative team.
  • Certifications and Training: Duke Research Administration (RAA) certification with in 12 months of hire and AP/SAP training within 6 months of hire.



  • Ability to work within a team environment.
  • Proficient use of computers; requires solid 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.



Required Qualifications at this Level



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 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 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 essentialjob 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: Jacksonville