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GRANTS & CONTRACTS ADMINISTRATOR
Position is responsible for coordinating and performing pre-and post-award activities for the Social Science Research Institute (SSRI) under the Office of Interdisciplinary Programs Management at Duke. A key goal of SSRI, under its research development initiative, is to facilitate large interdisciplinary proposals and provide a high level of service for a highly diverse and complex portfolio of grants. Pre-award activities include broad duties in preparation and submission of grant and contract proposals. Ensures all applications meet agency and university guidelines and published time tables and deadlines. Ensures proposals are entered and routed in a timely manner for further review and serves as the liaison between the Office of Research Support and the Principal Investigator. Post-award activities include detailed reconciliation of assigned project budget, including determination of allocability and allowability of charges; preparing and analyzing budget reports, and developing budget projections; adjusting and correcting assigned project budgets to meet project goals and federal requirements, providing assistance and oversight to effort management of specified project portfolio and serve works with the Office of Sponsored Programs to solve issues related to the grant or contract. This position is responsible for a specified highly complex grants and contracts portfolio using discretion and independent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. This position will also assist the SSRI Grants and Contracts Supervisor develop and coordinate the preparation of financial analyses and reports related to grants, including, but not limited to statistical reports, cost analyses, CAS reports, grant projections, budgets, and other financial information; perform complex and specialized assignments in assigned area of expertise.
• Advise the PI on administrative requirements in preparing proposal submissions.
• Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy. Provide guidance to the PI on the requirements of the IRB, IACUC, COI, IBC, and research related regulations including proposal submission and award set-up.
• 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. Manage the subcontract process with the Office of Research Support and collaborating organizations.
• Develop project management plan for review by the PI. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Make cost-sharing adjustments to reflect appropriate labor distribution or related cost- sharing obligations.
• Coordinate issuance of sub-agreements with the Office of Research Support. Establish sub-recipient requirements and provide on-going sub-recipient monitoring.
• Perform overall grants monitoring. Reconcile monthly budget reports, implement adjustments and inform PI and/or supervisor of corrections/adjustments that have been made.
• As requirements change, prepare and submit requests for re-budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.
• Closeout all funded projects consistent with university process and timelines.
• Perform other related duties incidental to the work described herein.
• 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 including the reconciliation process
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 Financial Services Introduction to R3,Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance(on-line) within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) is required. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months of start date. 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.
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.
Tier Structure: Advanced: Experience, 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.
Duke University is an Affirmative Action/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, sexual orientation, or veteran 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 provision for requests for reasonable accommodation will be provided by each hiring department.
Interested applicants may apply to Duke University https://hr.duke.edu/careers/ req #401385588.
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Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual’s age, color, disability, genetic information, gender, gender identity, national origin, race, religion, sexual orientation, or veteran status.