Grants and Contracts Administrator
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Job Description
Grants and Contracts Administrator managing complex research funding portfolios at Duke University School of Medicine. Supporting proposal submissions, budgets, compliance, reporting, and project closeout.
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
- Ensure applications and contracts meet agency and university guidelines, timelines, and deadlines
- Develop budgets and budget justifications; proof budgets for inconsistencies and accuracy
- Prepare, coordinate, and review proposal elements including biosketches, justifications, and facilities and resources
- Advise faculty/PI and study teams on administrative requirements, cost assessments, budget development, and sponsor negotiations
- Monitor proposal status and compliance with research protection protocols
- Manage project budgets, reporting, compliance timelines, and financial portfolios throughout the grant or contract lifecycle
- Reconcile monthly budget reports; identify cost transfers, corrections, and adjustments
- Prepare requests for re-budgeting or modifying funded projects
- Establish sub-recipient financial and reporting requirements and coordinate sub-agreements
- Monitor sponsor and university reporting compliance and maintain financial records
- Manage patient care expense charging, overdrafts, project revenue, sub-recipient closeout, and project closeout
- Develop project management plans for faculty/PI or senior grants administrator review
- Apply federal and university rules to manage effort allocations and costing
- Submit reports to grants and contracts leadership when requested
Requirements:
- Bachelor's degree program completion required
- No experience required for candidates with a Bachelor's or Master's degree directly related to the position
- Institution and/or university setting experience preferred
- Pre-award and post-award experience strongly preferred
- Successful completion of specified Duke financial, accounting, sponsored research, compliance, human research, budget, and clinical research training within the first six months
- Research Administration Academy (RAA) completion expected; employees without RAA training must complete it within 12 months
- Maintain required certifications through continuing education
- Ability to analyze data and formulate conclusions
- Ability to learn changing grants and contracts management technologies
- Proficiency with computers and solid working knowledge of MS Office Suite, including Word, Access, Excel, and PowerPoint
- Ability to communicate verbally and in writing with all organizational levels
- Ability to manage and prioritize multiple projects/tasks simultaneously
- Ability to create verbal and written reports
- Knowledge of federal rules and regulations for 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 federally funded project costing
- Experience with or ability to perform required functions in SPS, R3, grants.duke, and SES
- Understanding of financial processes, controls, and reconciliation
Benefits:
- Comprehensive and competitive medical and dental care programs
- Generous retirement benefits
- Family-friendly and cultural programs
- Equal employment opportunity and commitment to diversity, inclusion, belonging, and respectful workplaces
- Remote work arrangement with option to be 100% remote
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