GRANTS AND CONTRACTS ADMINISTRATOR

Overview

This role supports the School of Medicine Shared Research Administration Resource Group and works with identified departments to manage a portfolio of grants and contracts.

Remote Work Option

• This position has the option to be 100% remote.
• Candidates must reside in one of the approved states for remote work (as specified by the employer’s remote work policy).

Responsibilities

Pre-award (30%)

• Develop budgets and budget justifications, including proofing for inconsistencies and ensuring accuracy.
• Prepare and submit grant and contract proposals using sponsor and university regulations; follow through to submission.
• Advise faculty/Principal Investigator (PI) on administrative requirements for proposal submissions.
• Assist faculty/PI and study teams with internal cost assessment development and subsequent budget development and negotiation with sponsors (including use of the Clinical Research Management System, if applicable).
• Prepare, coordinate, and review proposal components (e.g., biosketches, justifications, and facilities & resources) for consistency, accuracy, and completeness.
• Monitor compliance with agency and university submission requirements, including verification of financial information and appropriate overhead rate application.
• Review sponsored projects through Sponsored Projects System to Office of Research Administration to ensure compliance with university procedures and institutional signatures.
• Participate in study initiation meetings as necessary to support internal cost assessment development and budget negotiations.

Post-award (50%)

• Manage assigned projects and the associated financial project portfolio.
• Monitor study fiscal performance and identify issues requiring resolution; advise faculty/PI on budget adjustments needed to meet sponsor requirements.
• Monitor proposal status and advise faculty/PI on requirements and deadlines related to research protection protocols.
• Manage budget, reporting, and compliance timelines throughout the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA.
• Reconcile monthly budget reports and communicate corrections/adjustments to faculty/PI and/or supervisor.
• Identify and submit cost transfers resulting from budget reconciliation.
• When requirements change, prepare and submit requests for re-budgeting/modifying funded projects; reconcile and close sub-recipient cost objects and obtain sponsor-required reports.
• Monitor compliance with agency and university reporting requirements.
• Maintain financial records per institutional document retention guidelines.
• Monitor and determine appropriate charging of patient care expenses to study cost objects.
• Manage overdrafts in line with unit procedures and institution guidelines.
• Ensure proper recording of revenue associated with all projects and apply revenue management standards.
• Close all funded projects consistent with university processes and timelines.

Administrative (20%)

• Develop a 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 an SOP is in place within the unit for handling and tracking sponsor payments into project cost objects in accordance with current institutional policy.
• Interpret departmental policies and procedures, make decisions on specific operating problems, and issue instructions on behalf of the unit.
• Apply federal and university rules to 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.

Tier Structure

Support may be assigned at one of the following tiers:

Associate

• Proficient as a grants and contracts administrator.

Advanced

• Experience: 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews).
• Training: RAA required in addition to 2 electives to prepare for AGM; AGM must be completed within 12 months.

Senior

• Subject matter expert; may mentor and develop others.
• Experience: 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews). CRA certification can reduce the experience requirement to 5 years.
• Training: RAA and AGM required; expected to attend all appropriate internal updates.

Lead

• Advanced tier competencies plus responsibilities for mentoring and developing staff; oversees work of others. May or may not carry the same responsibilities as a full supervisor.
• Experience: 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews).
• Training: RAA and AGM required; expected to attend all appropriate internal updates.

Requirements

Education/Training

• Bachelor’s degree program (communications, analytical, and organizational skills).
• Research or grants education and/or certification is preferred.
• Successful completion (within the first six months of hire) 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
  • Industry Funded Clinical Research—Process for Contracts
• Research Administration Academy (RAA):
  • Expected for all hires.
  • If hired without RAA training, the employee will work with their manager to schedule and complete training within 12 months of start date.
  • Employees must maintain required training requirements for their level; failure to meet requirements will be addressed through the performance review process.
• After successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.

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.

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 university policies and procedures relating to grant and contracts activity.
• Knowledge of university processes, systems, and offices involved in grant and contract submission and management.
• Ability to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
• Ability to apply costing rules and regulations to federally funded projects.
• Experience with/ability to perform required functions in SPS, R3, grants.duke, and SES relating to assigned duties.
• Understanding of financial processes and controls, including reconciliation.

Compensation & Benefits

• Anticipated annual base salary range: USD $61,026.00 to USD $98,838.00.
• Total compensation includes comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members.

Location

• Remote option: 100% remote, with eligibility limited to candidates residing in approved states per the employer’s remote work policy.

Equal Opportunity Statement

• Equal Opportunity Employer committed to providing employment opportunity without regard to 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.

Essential Physical Job Functions

• Some roles may include essential job functions requiring specific physical and/or mental abilities; additional information and reasonable accommodations can be requested through the employer’s accommodations services.