Duke University
Grants and Contracts Administrator
Duke University, Durham, North Carolina, United States, 27703
School of Medicine
The Duke University School of Medicine is a world‑class academic medical center that embraces interdisciplinary collaboration and translation of research discoveries to improve human health locally and globally.
Drive Grants and Contracts Success! Join a collaborative, mission‑driven environment where your expertise in grants and contracts administration will guide faculty and principal investigators through the full lifecycle of sponsored projects.
Location This position will be located within the School of Medicine Shared Research Administration Resource Group and will play an active role in working with specific departments to manage their portfolio of grants and contracts.
Pre‑award Activities Assist departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications and contracts meet agency and university guidelines, published time tables and deadlines, and are entered and routed in a timely manner for further review.
Post‑award Activities Manage assigned projects and financial project portfolios. Perform detailed reconciliation of project budgets, prepare complex budget reports, and adjust and correct budgets to meet sponsor requirements and federal regulations.
Work Arrangement Option 100% remote. Candidates must reside in one of the approved states for remote work. Remote policy viewable through Duke’s remote work policy.
Anticipated Pay Range Annual base salary range USD $59,829.00 to $96,900.00. Compensation beyond base includes medical and dental care programs, generous retirement benefits, and a wide array of family‑friendly and cultural programs.
Benefits Comprehensive medical and dental care programs, generous retirement benefits, and family‑friendly programs. For more information, visit Duke’s benefits portal.
Departmental Preferences
Pre‑award and Post‑award experience in grants and contracts.
Research or grants education and/or certification preferred.
Certified Research Administrator preferred.
University/Institutional experience preferred.
Minimum Qualifications Education/Training
– Completion of a bachelor’s degree program. Research or grants education and/or certification is preferred.
Required Training
– Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required. RAA completion expected within 12 months of hire. Continuing education required to maintain certification(s).
Experience No experience required for candidates who possess a bachelor’s or master’s degree in a field of study directly related to the specific position.
Tier Structure
Associate
– Proficient as a grants and contracts administrator.
Advanced
– Experienced, highly capable, and requires minimal oversight. 3 years of relevant experience (2 years for internal employees with two Exceeds Expectations on performance reviews). RAA and 2 electives required within 12 months.
Senior
– Subject matter expert; may mentor. 6 years of relevant experience (5 years for internal employees with four Exceeds Expectations). CRA certification may reduce to 5 years. RAA and AGM required.
Lead
– Advanced tier competencies and mentoring responsibilities. 3 years of relevant experience (2 years for internal employees with two Exceeds Expectations). RAA and AGM required.
Skills
Analyze data and formulate conclusions.
Learn changing technologies related to grants and contracts management.
Proficient use of computers; solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint).
Communicate verbally and in writing with all levels.
Manage and prioritize multiple projects simultaneously.
Create verbal and written reports.
Knowledge of federal rules and regulations related to research grant and/or contract activity.
Knowledge of Duke University policies and procedures related to grant and contracts activity.
Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.
Understand and apply federal and university rules to manage effort allocation for individuals compensated whole or in part from federal awards.
Understand and apply costing rules and regulations to federally funded projects.
Experience with/ability to perform required functions in SPS, R3, grants.duke and SES.
Understand financial processes and controls, including the reconciliation process.
Pre‑award Job Responsibilities
Develop budgets and budget justification including proofing for inconsistencies and ensuring accuracy.
Prepare and submit grants and contracts through pre‑award process utilizing Sponsor and Duke regulations. Follow through to submission to Sponsor.
Advise faculty/PI on administrative requirements in preparing proposal submissions.
Assist faculty/PI and study team with internal cost assessment and subsequent budget development and negotiation with sponsor including the use of the Clinical Research Management System.
Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency, accuracy, and completeness.
Monitor compliance with Agency and University regulations regarding submission; verify all financial information, including application of the appropriate overhead rate for the project.
Review sponsored projects through Sponsored Projects System to Office of Research Administration to ensure compliance with University procedures and institutional signatures.
Participate as necessary in study initiation meetings to help facilitate internal cost assessment development and budget negotiations.
Post‑award Job Responsibilities
Manage assigned projects and financial project portfolios.
Ensure understanding of current fiscal performance of studies and identify areas of concern that need resolution. Advise faculty/PI on budget adjustments and revisions necessary to meet sponsor requirements.
Monitor proposal status and advise faculty/PI on requirements and deadlines associated with research protection protocols.
Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
Establish sub‑recipients financial and reporting requirements; coordinate issuance of sub‑agreements with ORA.
Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.
Identify and submit cost transfers resulting from budget reconciliation.
As requirements change, prepare and submit requests for re‑budgeting/modifying the funded project. Reconcile and close all sub‑recipient cost objects and obtain all sponsor‑required reports.
Monitor compliance with agency and University regulations regarding reporting.
Maintain financial records per institutional documents’ retention guidelines.
Monitor and determine appropriate charging of patient care expenses to the study cost object(s).
Manage overdrafts in line with unit procedures and institutional guidelines.
Ensure proper recording of revenue associated with all projects; applying revenue management standards.
Close all funded projects consistent with university processes and timelines.
Administrative Job Responsibilities
Develop project management plan for review by the faculty/PI or senior level grants administrator.
May make cost‑sharing adjustments to reflect appropriate labor distribution or related cost‑sharing obligations.
Ensure process (SOP) is in place within the unit for proper handling and tracking of Sponsor payments into the project cost object. This process must be handled in accordance with the institution’s current policy.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
Submit reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager when requested.
Choose Duke If you’re a detail‑oriented professional with a passion for grant and contracts compliance, we encourage you to apply and become a vital part of our collaborative and mission‑driven team.
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 (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 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.
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Drive Grants and Contracts Success! Join a collaborative, mission‑driven environment where your expertise in grants and contracts administration will guide faculty and principal investigators through the full lifecycle of sponsored projects.
Location This position will be located within the School of Medicine Shared Research Administration Resource Group and will play an active role in working with specific departments to manage their portfolio of grants and contracts.
Pre‑award Activities Assist departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications and contracts meet agency and university guidelines, published time tables and deadlines, and are entered and routed in a timely manner for further review.
Post‑award Activities Manage assigned projects and financial project portfolios. Perform detailed reconciliation of project budgets, prepare complex budget reports, and adjust and correct budgets to meet sponsor requirements and federal regulations.
Work Arrangement Option 100% remote. Candidates must reside in one of the approved states for remote work. Remote policy viewable through Duke’s remote work policy.
Anticipated Pay Range Annual base salary range USD $59,829.00 to $96,900.00. Compensation beyond base includes medical and dental care programs, generous retirement benefits, and a wide array of family‑friendly and cultural programs.
Benefits Comprehensive medical and dental care programs, generous retirement benefits, and family‑friendly programs. For more information, visit Duke’s benefits portal.
Departmental Preferences
Pre‑award and Post‑award experience in grants and contracts.
Research or grants education and/or certification preferred.
Certified Research Administrator preferred.
University/Institutional experience preferred.
Minimum Qualifications Education/Training
– Completion of a bachelor’s degree program. Research or grants education and/or certification is preferred.
Required Training
– Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required. RAA completion expected within 12 months of hire. Continuing education required to maintain certification(s).
Experience No experience required for candidates who possess a bachelor’s or master’s degree in a field of study directly related to the specific position.
Tier Structure
Associate
– Proficient as a grants and contracts administrator.
Advanced
– Experienced, highly capable, and requires minimal oversight. 3 years of relevant experience (2 years for internal employees with two Exceeds Expectations on performance reviews). RAA and 2 electives required within 12 months.
Senior
– Subject matter expert; may mentor. 6 years of relevant experience (5 years for internal employees with four Exceeds Expectations). CRA certification may reduce to 5 years. RAA and AGM required.
Lead
– Advanced tier competencies and mentoring responsibilities. 3 years of relevant experience (2 years for internal employees with two Exceeds Expectations). RAA and AGM required.
Skills
Analyze data and formulate conclusions.
Learn changing technologies related to grants and contracts management.
Proficient use of computers; solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint).
Communicate verbally and in writing with all levels.
Manage and prioritize multiple projects simultaneously.
Create verbal and written reports.
Knowledge of federal rules and regulations related to research grant and/or contract activity.
Knowledge of Duke University policies and procedures related to grant and contracts activity.
Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.
Understand and apply federal and university rules to manage effort allocation for individuals compensated whole or in part from federal awards.
Understand and apply costing rules and regulations to federally funded projects.
Experience with/ability to perform required functions in SPS, R3, grants.duke and SES.
Understand financial processes and controls, including the reconciliation process.
Pre‑award Job Responsibilities
Develop budgets and budget justification including proofing for inconsistencies and ensuring accuracy.
Prepare and submit grants and contracts through pre‑award process utilizing Sponsor and Duke regulations. Follow through to submission to Sponsor.
Advise faculty/PI on administrative requirements in preparing proposal submissions.
Assist faculty/PI and study team with internal cost assessment and subsequent budget development and negotiation with sponsor including the use of the Clinical Research Management System.
Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency, accuracy, and completeness.
Monitor compliance with Agency and University regulations regarding submission; verify all financial information, including application of the appropriate overhead rate for the project.
Review sponsored projects through Sponsored Projects System to Office of Research Administration to ensure compliance with University procedures and institutional signatures.
Participate as necessary in study initiation meetings to help facilitate internal cost assessment development and budget negotiations.
Post‑award Job Responsibilities
Manage assigned projects and financial project portfolios.
Ensure understanding of current fiscal performance of studies and identify areas of concern that need resolution. Advise faculty/PI on budget adjustments and revisions necessary to meet sponsor requirements.
Monitor proposal status and advise faculty/PI on requirements and deadlines associated with research protection protocols.
Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
Establish sub‑recipients financial and reporting requirements; coordinate issuance of sub‑agreements with ORA.
Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.
Identify and submit cost transfers resulting from budget reconciliation.
As requirements change, prepare and submit requests for re‑budgeting/modifying the funded project. Reconcile and close all sub‑recipient cost objects and obtain all sponsor‑required reports.
Monitor compliance with agency and University regulations regarding reporting.
Maintain financial records per institutional documents’ retention guidelines.
Monitor and determine appropriate charging of patient care expenses to the study cost object(s).
Manage overdrafts in line with unit procedures and institutional guidelines.
Ensure proper recording of revenue associated with all projects; applying revenue management standards.
Close all funded projects consistent with university processes and timelines.
Administrative Job Responsibilities
Develop project management plan for review by the faculty/PI or senior level grants administrator.
May make cost‑sharing adjustments to reflect appropriate labor distribution or related cost‑sharing obligations.
Ensure process (SOP) is in place within the unit for proper handling and tracking of Sponsor payments into the project cost object. This process must be handled in accordance with the institution’s current policy.
Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
Submit reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager when requested.
Choose Duke If you’re a detail‑oriented professional with a passion for grant and contracts compliance, we encourage you to apply and become a vital part of our collaborative and mission‑driven team.
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 (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 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.
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