Grants and Contracts Administrator
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Job Description
Grants administrator managing complex research funding for Duke University School of Medicine. Developing budgets, ensuring regulatory compliance, reconciling projects, and supporting faculty investigators.
Responsibilities:
- Perform pre-award and post-award activities for assigned units.
- Assist faculty and principal investigators with grant and contract proposal development, preparation, and submission.
- Ensure applications meet agency and university guidelines, timelines, and deadlines.
- Develop budgets and budget justifications; proof budgets for accuracy and inconsistencies.
- Prepare, coordinate, and review proposal elements including biosketches and facilities and resources.
- Monitor compliance with agency and University regulations and verify financial information and overhead rates.
- Review sponsored projects through SPS, ORA, and ORS for compliance and institutional signatures.
- Manage assigned portfolios of complex grants and contracts.
- Advise principal investigators on budget adjustments, revisions, requirements, and deadlines.
- Develop project management plans for review by the PI or senior grants administrator.
- Manage budget, reporting, compliance, and sub-recipient timelines throughout the grant or contract lifecycle.
- Reconcile monthly budget reports; identify and submit cost transfers and corrections.
- Prepare requests for re-budgeting or modifying funded project budgets.
- Reconcile and close sub-recipient budgets and obtain sponsor-required reports.
- Maintain financial records according to institutional retention guidelines.
- Monitor patient-care expense charging, overdrafts, revenue recording, and effort allocation.
- Close out funded projects according to University processes and timelines.
- Submit reports to the Divisional Administrator or Business Manager when requested.
- May supervise grants and contracts assistants and support personnel.
Requirements:
- Bachelor's degree program generally required.
- No experience required for candidates with a directly related Bachelor's or Master's degree; otherwise 3 years of relevant experience for the stated tier.
- Research Administration Academy (RAA) onboarding training and registration in a learning track within the first 90 days required.
- AGM must be completed within 12 months where applicable; RAA and AGM are required for senior and lead tiers.
- Maintain required certifications and complete continuing education requirements.
- Knowledge of federal rules and regulations relating to research grants and contracts.
- Knowledge of Duke University grant and contract policies, procedures, processes, systems, and offices.
- Ability to apply federal and University rules to effort allocation and costing for federally funded projects.
- Experience with or ability to perform required functions in SPS, R3, grants.duke, and SES.
- Understanding of financial processes and controls, including reconciliation.
- Proficient computer use and solid working knowledge of Microsoft Office Suite: Word, Access, Excel, and PowerPoint.
- Ability to analyze data and formulate conclusions.
- Ability to communicate verbally and in writing with all organizational levels.
- Ability to manage and prioritize multiple projects and tasks simultaneously.
- Ability to create verbal and written reports.
Benefits:
- Comprehensive and competitive medical and dental care programs
- Generous retirement benefits
- Family-friendly and cultural programs
- Equal opportunity workplace
- Reasonable accommodations available upon request
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