Grants & Contracts Administrator

Overview

This position is part of the School of Medicine Shared Research Administration Resource Group and supports specifically identified departments by managing portfolios of grants and contracts.

The role offers the option to be 100% remote. Candidates must reside in one of the approved states for remote work.

Responsibilities

Pre-award (30%)

• Develop budgets and budget justifications, proofing for inconsistencies and ensuring accuracy.
• Prepare and submit grant and contract proposals through the pre-award process using sponsor and university regulations; follow proposals through 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 elements (e.g., biosketches, justifications, and facilities & resources) for consistency, accuracy, and completeness.
• Monitor compliance with agency and university submission requirements, including published time tables and deadlines; verify financial information, including the appropriate overhead rate.
• Review sponsored project submissions 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.
• Track current fiscal performance of studies and identify concerns requiring resolution; advise faculty/PI on budget adjustments and revisions needed to meet sponsor requirements.
• Monitor proposal status and advise faculty/PI on research protection protocol requirements and deadlines.
• Manage budget, reporting, and compliance timelines across the grant/contract lifecycle; communicate new requirements to appropriate departmental personnel.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with the Office of Research Administration.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments made.
• Identify and submit cost transfers resulting from budget reconciliation.
• As requirements change, prepare and submit requests for re-budgeting/modifying funded projects.
• 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 retention guidelines.
• Monitor and determine appropriate charging of patient care expenses to study cost objects.
• 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 in accordance with university processes and timelines.

Administrative (20%)

• Develop project management plans 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 internal standard operating procedure (SOP) is in place for handling and tracking 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 requested reports to the Grants and Contracts Manager/Divisional Administrator/Business Manager.

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.

• Successful completion of the following trainings within the first six months of hire is required:

  • 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

• Successful completion of the Research Administration Academy (RAA) is expected.

  • Employees hired into this classification without RAA training will work with their manager to schedule and complete training within 12 months of the start date.
  • Staff are expected to maintain requirements for their level; failing to meet requirements may be addressed through the performance review process.

• After completing 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, requiring solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
• 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 and/or 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

• Associate: Proficient as a grants and contracts administrator.
• Advanced: Experienced, highly capable, and requires minimal oversight.
  • Experience: 3 years 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.
  • Experience: 6 years 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.
  • Training: RAA and AGM required; expected to attend all appropriate internal updates.
• Lead: Advanced tier competencies plus responsibilities for mentoring and developing staff.
  • Experience: 3 years 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.

Compensation & Benefits

• Anticipated Pay Range (annual base salary): USD $61,026.00 to USD $98,838.00
• The employer considers scope and responsibilities; candidate work experience, education/training, and key skills; internal peer equity; and market/organizational considerations.
• Comprehensive medical and dental care programs.
• Generous retirement benefits.
• Family-friendly and cultural programs to eligible team members.

Location

• Remote option: 100% remote (candidates must reside in one of the approved states for remote work).