Grants and Contracts Administrator
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Job Description
Duke University School of Medicine grants administrator managing complex research portfolios, proposals, budgets, and compliance. Supporting faculty investigators through pre-award and post-award processes.
Responsibilities:
- Manage and oversee an assigned portfolio of complex grants and contracts
- Assist faculty/PI with development, preparation, and submission of grant and contract proposals
- Develop budgets and budget justifications and ensure application accuracy and compliance
- Prepare, coordinate, and review proposal elements including biosketches, justifications, and facilities and resources
- Advise faculty/PI on administrative requirements, budget adjustments, revisions, requirements, and deadlines
- Manage project budgets, reporting, compliance timelines, and financial project portfolios throughout the grant or contract lifecycle
- Establish sub-recipient financial and reporting requirements and coordinate sub-agreements with ORA
- Reconcile monthly budget reports, identify cost transfers, and submit corrections and adjustments
- Prepare requests for re-budgeting or modifying funded projects as requirements change
- Reconcile and close sub-recipient cost objects and funded projects
- Monitor compliance with agency and University regulations and maintain financial records
- Monitor patient-care expense charging, overdrafts, revenue recording, and sponsor payments
- Develop project management plans for faculty/PI or senior grants administrator review
- Apply federal and university rules to manage effort allocation and costing for federally funded projects
- Interpret departmental policies and procedures and issue operating instructions
- Submit reports to grants and contracts leadership when requested
Requirements:
- Bachelor's degree in a field directly related to the specific position required for candidates without relevant experience
- 3 years of relevant experience for the Advanced tier; 6 years for the Senior tier; 3 years for the Lead tier
- No experience required for candidates with a directly related Bachelor's or Master's degree
- Strong communication, analytical, organizational, and data analysis skills
- Ability to learn changing grants and contracts management technologies
- Proficient computer use and solid working knowledge of MS Office Suite, including Word, Access, Excel, and 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 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
- Successful completion within the first six months of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke, Basic Compliance, Duke Human Research Training, Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts
- Research Administration Academy (RAA) completion expected; employees without RAA training must complete it within 12 months
- RAA plus two electives and AGM completion within 12 months required for the Advanced tier
- RAA and AGM required for Senior and Lead tiers
- Must maintain applicable certifications through continuing education
- Must reside in one of the listed states or Washington DC
- Cover letter required
- Institution and/or university setting experience preferred
- Pre-award and post-award experience strongly preferred
Benefits:
- Comprehensive medical and dental care programs
- Generous retirement benefits
- Family-friendly and cultural programs
- 100% remote work option
- Research Administration Academy and required professional training
- Continuing education and certification maintenance opportunities
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