Research Administrator - Effort Management

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.

Pre and/or post grant awards experience is preferred; RAA training required within 12 months.

This position will have an opportunity to work remotely. All Duke University remote workers must reside in one of the following states or districts: Arizona; California; Connecticut, Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia, Washington or Washington, DC.

OCCUPATIONAL SUMMARY

Perform Research Administration Effort Management activities for the Schools of Medicine and Nursing. Effort management include both pre-award review and approval and post-award administration of effort.  The successful candidate will be responsible for reviewing Effort Management documents prior to submission to sponsors; ensuring all effort changes and reassignment requests for senior key personnel meet University policy and Federal regulations; and, reviewing and advising investigators and staff to facilitate appropriate long-term effort management.

The successful candidate will be assigned to the Effort Management Team as a primary function, but will be crossed trained to provide coverage for both pre-award or award management activities.

WORK PERFORMED

 Effort Management Review and Approval

• Coordinate effort activities in the central office to support departments and units in managing Effort Management tools, including preparing and submitting accurate Effort Management Change requests and Other Support documents throughout the grant lifecycle to ensure compliance with sponsor guidelines, University policies, Federal regulations, standards, and timelines. 
• Guide and facilitate investigators and research administrators in developing effort management documents.  Provide instructions and assistance in interpreting policies and developing and improving processes.  Ensure consistency in applying guidance and documentation of effort changes. Review and approve Other Support documents to ensure compliance.
• Analyze and evaluate Effort Change Request materials for institutional risk issues, accuracy, correct effort commitments, and allowability of change actions.
• Facilitate changes with the investigator and research administrator when issues are identified.  Track, validate, and reconcile effort management changes and requests within the Effort Management Tools.
• Ensure all required documentation and data are provided to support Effort Management Change Requests for internal and external audit reviews.
• Review of project actions in the Effort Management Tools to ensure approvals assignments, appropriate clearances, and required compliance approvals (such as project specific justification of change, replacement of Senior Key or reassignment of duties and supporting materials) have been obtained for the project.  Review award document/agreement terms and conditions to note minimum requirements, changes, additional terms, etc. Communicate with the project’s PI or designated research administrator on issues related to effort management in the award.

Pre-Award Review and Approval

• Request and review revised budgets when Effort Changes occur as part of the award process (JIT/Carryover/NCE) to validate appropriate changes in MRH/SPS.
• Review award project for compliance requirements of Effort Commitments.
• Initiate and approve changes for new projects to comply with sponsor data such as Sponsor designated prior approval investigators and effort minimums.
• Process Effort Management documents timely and within deadlines; notify department administrators if changes/corrections are required; and provide follow-up to ensure completed tasks.

Award Management

• Act as a liaison between sponsors, investigators, and staff during a project to resolve issues, process prior approval requests for changes in committed effort, or replacement of Senior/Key investigators. 
• Communicate with the project’s PI or designated administrator on award issues relating to effort and changes in Senior Key Personnel named by the sponsor.
• Adhere to Effort Management best practices and comply with institutional policies and procedures, recommending changes and improvements in processes and guidance. 
• Monitor the Effort Management system data for accuracy, troubleshooting problems, and escalating issues, including work with OASIS to provide information and feedback.
• Prepare or review reports to validate accurate data and information in the Effort Management System.

Miscellaneous Duties as Assigned

• Maintain up-to-date with internal and external imposed policies and procedures across the research administration community.
• Act as a resource for any compliance questions/issues using existing knowledge, experience, and available resources (e.g., sponsor regulations, University policies) for supporting and providing guidance within ORA and the SOMN’s research community.  Work independently and collaboratively with research administrators and investigators.
• Special projects/initiatives as identified by unit leadership.

MINIMUM QUALIFICATIONS

Education

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

Research or grants education and/or certification is preferred.

Training

Successful completion of required department training such as GC101& 201 Introduction to Research, Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required.

Successful completion of the Research Administration Academy (RAA) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date.

The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review.

Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements.

Experience

No experience required for candidates who possess a Bachelor's degree.

Master's degree in a field of study directly related to the specific area.

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.