Program Administrator

Duke Clinical Research Institute; Durham (NC); On-site; USD 59,000 - 99,000; Full time

Job summary

The Nicholas Institute for Energy, Environment & Sustainability at Duke University seeks a Grants, Contracts and Program Administrator to coordinate externally funded research and support climate and sustainability priorities.

You will work with investigators, sponsors, and administrative offices to ensure compliance, maintain records, prepare reports, and help teams meet goals across multiple programs.

Qualifications

• Bachelor's or Master's degree in a field related to the position.
• Completion of the Research Administration Academy onboarding within 90 days.
• Maintain required certifications after training.
• No experience required with relevant degree.

Responsibilities

• Coordinate development and submission of grant proposals.
• Review proposal materials for accuracy and guidelines.
• Coordinate subcontractor documents and approvals.
• Monitor project financials and reporting.
• Maintain comprehensive award records for audits.
• Support communications among investigators, sponsors and offices.

Skills

Data analysis

Report writing

Project coordination

Communication

Multitasking

Education

Bachelor's or Master's degree (related field)

Tools

Grant administration systems

Job description

Duke University:

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America's leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Program Administrator, you'll play a critical role in advancing innovative research, climate action, and sustainability initiatives through the Nicholas Institute for Energy, Environment & Sustainability. You will join a collaborative and mission-driven team that partners with researchers, faculty, staff, sponsors, and external stakeholders to create meaningful impact at Duke and beyond.

Be Bold.

The Nicholas Institute for Energy, Environment & Sustainability advances Duke University's commitment to sustainability, resilience, and evidence-based decision-making through research, education, and policy engagement. As a Grants, Contracts and Program Administrator, you will help ensure the successful administration and coordination of a diverse portfolio of externally funded research projects while supporting strategic climate and sustainability initiatives across the Institute.

Working across multiple programs and priorities, you will manage complex processes, foster collaboration, and ensure compliance while helping researchers and project teams achieve their goals.

What You'll Do:

Research Administration & Project Management

• Support the development and submission of grant proposals by coordinating contributions, preparing budgets, drafting supporting documents, and ensuring compliance with sponsor requirements and university policies.
• Review proposal materials for accuracy, completeness, and adherence to submission guidelines.
• Coordinate proposal submission activities, including approvals, subcontractor documentation, and communication with investigators and administrative partners.
• Assist with reviewing award documents, terms and conditions, budget revisions, and compliance requirements.
• Establish and maintain systems for tracking project milestones, deliverables, reporting deadlines, and performance measures.
• Monitor awarded projects to ensure financial and programmatic compliance with sponsor and university requirements.
• Prepare financial and progress reports and reconcile project data with accounting records.
• Facilitate effort allocation processes and process project-related financial transactions.
• Support subrecipient monitoring, communications, and documentation management.
• Maintain comprehensive award records and documentation to support reporting accuracy and audit readiness.
• Serve as a trusted liaison among investigators, sponsors, administrative offices, and program teams throughout the award lifecycle.

Climate & Sustainability Program Support

• Provide project coordination and administrative support for institute-wide climate and sustainability priorities.
• Assist with collecting, maintaining, and analyzing data related to sustainability initiatives and organizational goals.
• Develop reports, presentations, summaries, and tracking tools to support leadership decision-making.
• Coordinate communications among faculty, staff, students, and external collaborators to advance strategic priorities and program objectives.
• Contribute to continuous process improvements that strengthen operational effectiveness across the Institute.

What You'll Bring:

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 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.

Skills

• Ability to analyze data, prepare reports, and make recommendations.
• Proficiency with office software and comfort learning grant administration systems.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong written and verbal communication skills and ability to work with a diverse group of stakeholders.
• Knowledge of research administration, proposal development, or compliance practices preferred; ability to learn and apply regulations and university procedures.
• Experience with project coordination, project management, data management, and administrative support is strongly beneficial.

Why Duke?

• Contribute to meaningful work that advances sustainability, climate resilience, and environmental stewardship.
• Collaborate with leading researchers, policy experts, and interdisciplinary teams.
• Support innovative research that informs real-world decision-making and positive societal impact.
• Grow professionally within one of the nation's premier research universities.
• Join a community that values inclusion, collaboration, excellence, and service.

Choose Duke.

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]).