Duke University
Grants and Contracts Administrator - Psychiatry & Behavioral Sciences
Duke University, Durham, North Carolina, United States, 27703
Overview
School of Medicine Duke University School of Medicine, established in 1930, is a leading medical school with a mission to advance translation of discoveries to improve human health locally and globally. The School comprises faculty physicians, researchers, students, and staff within Duke Health. The Health System includes Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and related affiliations. 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. This position has the option to be 100% remote. Candidates must reside in an approved remote-work state. Be You. The position is located within the School of Medicine Shared Research Administration Resource Group and will work with identified departments to manage their portfolio of grants and contracts. Pre-award activities include assisting departmental faculty/PI in development, preparation, and submission of grant and contract proposals. Ensure all applications and contracts meet agency and university guidelines and deadlines. Ensure proposals are entered and routed in a timely manner for review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, and preparing adjustments and corrections to meet project goals and federal requirements. This position manages an assigned portfolio of complex grants and contracts using knowledge of management rules and regulations, technical expertise, and analytical skills. Work Arrangement
- This position has the option to be 100% remote. Candidates must reside in an approved remote-work state. Anticipated Pay Range
- The annual base salary range is USD $59,829.00 to USD $96,900.00, with consideration of experience, education, skills, and internal equity. Your total compensation includes comprehensive medical and dental care, retirement benefits, and family-friendly and cultural programs. Learn more at: non-formatted reference removed. DEPARTMENTAL PREFERENCES Pre-award and post-award experience preferred. Certified Research Administrator is a plus. University/Institutional experience is a plus. MINIMUM QUALIFICATIONS Experience
- No experience required for candidates with a Bachelor's or Master’s degree in a field related to the position. Education/Training
- Work requires communications, analytical and organizational skills generally acquired through a bachelor’s degree. Research or grants education and/or certification is preferred. Successful completion of required training courses within six months of hire is expected. Completion of the Research Administration Academy (RAA) is expected; if not already trained, employees will schedule training within 12 months. Certification maintenance and continuing education are required. Be Bold. Skills Ability to analyze data and formulate conclusions. Ability to learn changing technologies related to grants and contracts management. Proficient use of computers; solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint). Ability to communicate 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. Knowledge of federal rules and regulations relating to research grant and/or contract activity. Knowledge of Duke University policies and procedures relating to grant and contracts activity. Knowledge of Duke University processes, systems and offices related to grant and contract submission and management. Understand and apply federal and university rules to management of effort allocation for individuals funded by federal awards. Understand and apply costing rules and regulations to federally funded projects. Experience with/Ability to perform functions in SPS, R3, grants.duke and SES related to duties. Understand financial processes and controls including the reconciliation process. Work Performed Pre-award Job Responsibilities (30%) Develop budgets and budget justifications, proofing for inconsistencies and accuracy. Prepare and submit grants and contracts through the pre-award process, following Sponsor and Duke regulations. Advise faculty/PI on administrative requirements in preparing proposal submissions. Assist faculty/PI and study team with development of internal cost assessment and budget development/negotiation with sponsor using the Clinical Research Management System if applicable. Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency and completeness. Monitor compliance with agency and University regulations regarding submission; verify financial information including applicable overhead rate. Review sponsored projects through the Sponsored Projects System for compliance with University procedures and signatures. Participate in study initiation meetings to facilitate internal cost assessment development and budget negotiations. Post-award Job Responsibilities (50%) Manage assigned projects and financial portfolios. Understand current fiscal performance of studies and advise on budget adjustments to meet sponsor requirements. Monitor proposal status and advise on deadlines for research protections. Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate updates to department personnel. Establish sub-recipient financial and reporting requirements; coordinate sub-agreements with ORA. Reconcile monthly budget reports and inform on corrections/adjustments. Identify and submit cost transfers from budget reconciliation. Prepare and submit requests for re-budgeting/modification; close sub-recipient cost objects and obtain sponsor reports. Monitor compliance with agency and University reporting regulations. Maintain financial records per institutional retention guidelines. Monitor and determine appropriate charging of patient care expenses to study cost objects. Manage overdrafts per unit and institutional guidelines. Ensure proper recording of revenue and apply revenue management standards. Close funded projects consistent with university processes and timelines. Administrative Job Responsibilities (20%) Develop project management plan for review by faculty/PI or senior grants administrator. May make cost-sharing adjustments to reflect labor distribution or related obligations. Ensure SOPs for Sponsor payments are followed within the unit according to policy. Interpret departmental policies and procedures and issue instructions on behalf of the unit. Apply federal and university rules to manage effort for individuals funded by sponsored awards. Submit reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager when requested. Tier Structure Associate:
Proficient as a grants and contracts administrator. Advanced:
Experienced, highly capable, and requires minimal oversight. Experience - 3 years (2 years internal with performance). Training - RAA plus 2 electives; AGM within 12 months. Senior:
Subject matter expert; may mentor others. Experience - 6 years (5 years internal with performance; CRA can reduce requirement to 5). Training - RAA and AGM. Lead:
Advanced tier; mentoring and staff development. Experience - 3 years (2 years internal with performance). Training - RAA and AGM. The intent is to describe typical duties; duties may vary. Employees may be asked to perform other job-related tasks. Choose Duke. If you are detail-oriented with a passion for grant and contracts compliance, apply to join our collaborative team. Duke is an Equal Opportunity Employer committed to employment opportunity regardless of age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, pregnancy, sexual orientation or military status. Essential Physical Job Functions:
Duke jobs may include essential functions requiring specific physical or mental abilities. Reasonable accommodation requests will be provided by each hiring department.
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School of Medicine Duke University School of Medicine, established in 1930, is a leading medical school with a mission to advance translation of discoveries to improve human health locally and globally. The School comprises faculty physicians, researchers, students, and staff within Duke Health. The Health System includes Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and related affiliations. 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. This position has the option to be 100% remote. Candidates must reside in an approved remote-work state. Be You. The position is located within the School of Medicine Shared Research Administration Resource Group and will work with identified departments to manage their portfolio of grants and contracts. Pre-award activities include assisting departmental faculty/PI in development, preparation, and submission of grant and contract proposals. Ensure all applications and contracts meet agency and university guidelines and deadlines. Ensure proposals are entered and routed in a timely manner for review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, and preparing adjustments and corrections to meet project goals and federal requirements. This position manages an assigned portfolio of complex grants and contracts using knowledge of management rules and regulations, technical expertise, and analytical skills. Work Arrangement
- This position has the option to be 100% remote. Candidates must reside in an approved remote-work state. Anticipated Pay Range
- The annual base salary range is USD $59,829.00 to USD $96,900.00, with consideration of experience, education, skills, and internal equity. Your total compensation includes comprehensive medical and dental care, retirement benefits, and family-friendly and cultural programs. Learn more at: non-formatted reference removed. DEPARTMENTAL PREFERENCES Pre-award and post-award experience preferred. Certified Research Administrator is a plus. University/Institutional experience is a plus. MINIMUM QUALIFICATIONS Experience
- No experience required for candidates with a Bachelor's or Master’s degree in a field related to the position. Education/Training
- Work requires communications, analytical and organizational skills generally acquired through a bachelor’s degree. Research or grants education and/or certification is preferred. Successful completion of required training courses within six months of hire is expected. Completion of the Research Administration Academy (RAA) is expected; if not already trained, employees will schedule training within 12 months. Certification maintenance and continuing education are required. Be Bold. Skills Ability to analyze data and formulate conclusions. Ability to learn changing technologies related to grants and contracts management. Proficient use of computers; solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint). Ability to communicate 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. Knowledge of federal rules and regulations relating to research grant and/or contract activity. Knowledge of Duke University policies and procedures relating to grant and contracts activity. Knowledge of Duke University processes, systems and offices related to grant and contract submission and management. Understand and apply federal and university rules to management of effort allocation for individuals funded by federal awards. Understand and apply costing rules and regulations to federally funded projects. Experience with/Ability to perform functions in SPS, R3, grants.duke and SES related to duties. Understand financial processes and controls including the reconciliation process. Work Performed Pre-award Job Responsibilities (30%) Develop budgets and budget justifications, proofing for inconsistencies and accuracy. Prepare and submit grants and contracts through the pre-award process, following Sponsor and Duke regulations. Advise faculty/PI on administrative requirements in preparing proposal submissions. Assist faculty/PI and study team with development of internal cost assessment and budget development/negotiation with sponsor using the Clinical Research Management System if applicable. Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency and completeness. Monitor compliance with agency and University regulations regarding submission; verify financial information including applicable overhead rate. Review sponsored projects through the Sponsored Projects System for compliance with University procedures and signatures. Participate in study initiation meetings to facilitate internal cost assessment development and budget negotiations. Post-award Job Responsibilities (50%) Manage assigned projects and financial portfolios. Understand current fiscal performance of studies and advise on budget adjustments to meet sponsor requirements. Monitor proposal status and advise on deadlines for research protections. Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate updates to department personnel. Establish sub-recipient financial and reporting requirements; coordinate sub-agreements with ORA. Reconcile monthly budget reports and inform on corrections/adjustments. Identify and submit cost transfers from budget reconciliation. Prepare and submit requests for re-budgeting/modification; close sub-recipient cost objects and obtain sponsor reports. Monitor compliance with agency and University reporting regulations. Maintain financial records per institutional retention guidelines. Monitor and determine appropriate charging of patient care expenses to study cost objects. Manage overdrafts per unit and institutional guidelines. Ensure proper recording of revenue and apply revenue management standards. Close funded projects consistent with university processes and timelines. Administrative Job Responsibilities (20%) Develop project management plan for review by faculty/PI or senior grants administrator. May make cost-sharing adjustments to reflect labor distribution or related obligations. Ensure SOPs for Sponsor payments are followed within the unit according to policy. Interpret departmental policies and procedures and issue instructions on behalf of the unit. Apply federal and university rules to manage effort for individuals funded by sponsored awards. Submit reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager when requested. Tier Structure Associate:
Proficient as a grants and contracts administrator. Advanced:
Experienced, highly capable, and requires minimal oversight. Experience - 3 years (2 years internal with performance). Training - RAA plus 2 electives; AGM within 12 months. Senior:
Subject matter expert; may mentor others. Experience - 6 years (5 years internal with performance; CRA can reduce requirement to 5). Training - RAA and AGM. Lead:
Advanced tier; mentoring and staff development. Experience - 3 years (2 years internal with performance). Training - RAA and AGM. The intent is to describe typical duties; duties may vary. Employees may be asked to perform other job-related tasks. Choose Duke. If you are detail-oriented with a passion for grant and contracts compliance, apply to join our collaborative team. Duke is an Equal Opportunity Employer committed to employment opportunity regardless of age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, pregnancy, sexual orientation or military status. Essential Physical Job Functions:
Duke jobs may include essential functions requiring specific physical or mental abilities. Reasonable accommodation requests will be provided by each hiring department.
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