Grants and Contracts Administrator

Duke University; Durham (NC); On-site; USD 61,000 - 99,000; Full time

Job summary

Duke University is seeking a Grants and Contracts Administrator to manage complex budgets and proposals within the School of Medicine. You will coordinate with principal investigators, review biosketches and facilities & resources, and ensure adherence to sponsor and university guidelines throughout the lifecycle of awards.

The role requires strong financial analysis, attention to detail, and excellent communication to collaborate with ORA/ORS, internal departments, and external sponsors.

Qualifications

• Bachelor’s or Master’s degree in a field related to grants and contracts or equivalent experience.
• Experience with grant and contract management, including budgeting and sponsor reporting.
• Strong analytical, organizational and communication skills.
• Familiarity with university and sponsor guidelines and regulations.

Responsibilities

• Manage budgets and budget justification for projects.
• Advise PI on administrative requirements for proposal submissions.
• Prepare and review biosketches and facilities & resources for proposals.
• Monitor compliance with sponsor and university regulations.
• Reconcile monthly budget reports and prepare sponsor reports.
• Oversee sub-award processes and agreements with ORA/ORS.

Skills

Grant administration

Budgeting

Financial analysis

Communication skills

MS Office

SPS knowledge

R3 knowledge

Education

Bachelor’s or Master’s degree in a related field

Tools

SPS

R3

grants.duke

ORA/ORS

Microsoft Excel

Microsoft Word

Access

PowerPoint

Job description

School of Medicine
Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

School of Medicine
Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Occ Summary

Performs pre-award and/or post award activities for a unit (school, department, division, institute, or center). Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements. This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

Manager assigned projects and financial project portfolios. - Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy. - Advise the PI on administrative requirements in preparing proposal submissions. - Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness. - Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project. - Review sponsored projects through SPS to ORA/ORS to ensure compliance with University procedures and institutional signatures. - Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements. - Monitor proposal status and advise PI on requirements and deadlines associated withresearch protection protocols. - Develop project management plan for review by the PI or senior level grants administrator. - May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations. - Manage budget, reporting and compliance timelines through 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 and ORS. - Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study. - Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made. -Identify the need for cost transfers from budget reconciliation; submit cost transfers. - As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtainall sponsor-required reports. - Monitor compliance with agency and University regulations regarding reporting. - Maintain financial records per the institutional documents retention guidelines. - Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process. - Monitor and determine appropriate charging of patient care expenses to the study fundcodes. - Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit. - Manage overdrafts in line with unit procedures and institution guidance. - Ensure proper recording of revenue associated with all studies; apply revenue management standards. - Closeout all funded projects consistent with university process and timelines. - Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards - Submits reports to the Divisional Administrator/Business Manager when requested Supervisory Responsibilities: May supervise grants and contracts assistants and support personnel.

Knowledge, Skills And Abilities

Ability to analyze data and formulate conclusions. - Ability to learn changing technologies related to grants and contracts management. - Proficient use of computers; requires solid working knowledge of MS Office Suite(Word, Access, Excel, Power Point). - Ability to communicate both 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 be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards. - Understand and beable 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. - Understand financial processes and controls includingthe reconciliation process Tier Structure Associate: Proficient as a grants and contracts administrator. Advanced: Experienced, highly capable, and requires minimal oversight of work. 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 is required. AGM must be completed within 12 months. Senior: Subject matter expert. May be responsible for mentoring and developing others. Experience - 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). Training -RAA and AGM required. Expected to attend all the appropriate internal updates. Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversees work of others. May or may not carry same responsibilitiesas 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 the appropriate internal updates.

Level Characteristics

Ability to analyze data and formulate conclusions. - Ability to learn changing technologies related to grants and contracts management. - Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point). - Ability to communicate both 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 be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards. - Understand and be able 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. - Understand financial processes and controls includingthe reconciliation process Tier Structure Associate: Proficient as a grants and contracts administrator. Advanced: Experienced, highly capable, and requires minimal oversight of work. 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 is required. AGM must be completed within 12 months. Senior: Subject matter expert. May be responsible for mentoring and developing others. Experience - 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). Training - RAA and AGM required. Expected to attend all the appropriate internal updates. Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversees work of others. May or may not carry same responsibilitiesas 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 the appropriate internal updates.

Minimum Qualifications

Education

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 Research Administration Academy (RAA) Onboarding Training and registration in a learning track within the first 90 days is required. The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process. Upon 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.

Degrees, Licensures, Certifications

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.

Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $61,026.00 to USD $98,838.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides 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. Learn more at: https://hr.duke.edu/benefits/

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 reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: [e-mail]; phone: [phone]).