Grants and Contracts Administrator (Remote)

Overview

This role is within the School of Medicine Shared Research Administration Resource Group. The position manages a portfolio of complex grants and contracts and partners with specifically identified departments to oversee their grant and contract activities.

Remote Work Option

• Option to work 100% remote
• Candidates must reside in one of the approved states for remote work (see the organization’s remote work policy).

Responsibilities

Pre-award (30%)

• Assist departmental faculty/PI with the development, preparation, and submission of grant and contract proposals.
• Ensure proposals and contracts meet agency and university guidelines, including published time tables and deadlines.
• Enter and route proposals in a timely manner for further review.
• Prepare and develop budgets and budget justifications, including proofing for inconsistencies and ensuring accuracy.
• Advise faculty/PI on administrative requirements for proposal submissions.
• Assist faculty/PI and study teams with internal cost assessment and subsequent budget development and sponsor negotiations, including use of the Clinical Research Management System, if applicable.
• Prepare, coordinate, and review proposal components (e.g., biosketches, justifications, 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 the Sponsored Projects System to the 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 financial project portfolios.
• Assess current fiscal performance of studies and identify areas needing resolution; advise faculty/PI on budget adjustments and revisions required to meet sponsor requirements.
• Monitor proposal and lifecycle status; advise faculty/PI on research protection protocol requirements and deadlines.
• Manage budget, reporting, and compliance timelines throughout the grant/contract lifecycle, and 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 inform faculty/PI and/or supervisor of corrections/adjustments made.
• Identify and submit cost transfers resulting from budget reconciliation.
• Prepare and submit requests for re-budgeting/modifying funded projects as requirements change.
• Reconcile and close all sub-recipient cost objects and obtain sponsor-required reports.
• Monitor compliance with agency and university reporting requirements.
• Maintain financial records in accordance with institutional document 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 funded projects consistent with university processes and timelines.

Administrative (20%)

• Develop project management plans for review by the faculty/PI or senior grants administrator.
• May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations.
• Ensure an SOP/process is in place for proper handling and tracking of sponsor payments into the project cost object 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.

Requirements

Education/Training

• Work requires communications, analytical, and organizational skills generally acquired through completion of a bachelor’s degree program.
• Research or grants education and/or certification is preferred.
• Required 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):
  • Successful completion expected.
  • If hired without RAA training, training must be scheduled and completed within 12 months of the start date.
  • Ongoing maintenance of training requirements for the level is expected; failure to meet requirements will be addressed through the performance review process.
• After completion of expected training, 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.
• Understand and apply federal and university rules to management of 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 relating to assigned duties.
• Understand financial processes and controls, including the reconciliation process.

Tier Structure

The role may be filled at different levels. Key requirements include:

Associate

• Proficient as a grants and contracts administrator.

Advanced

• 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews).
• 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.
• 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews). CRA certification can also reduce the years of experience requirement to 5 years.
• RAA and AGM required.
• Expected to attend all appropriate internal updates.

Lead

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

Compensation & Benefits

• Anticipated annual base salary range: USD $61,026.00 to USD $98,838.00
• Comprehensive medical and dental care programs
• Generous retirement benefits
• Family-friendly and cultural programs for eligible team members

Equal Opportunity

The employer is an 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

Certain jobs may include essential job functions requiring specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested through the organization’s Access and Accommodations Services.