Grants and Contracts Administrator

This is a fully remote position, open to applicants in Alabama, +31 more states.

📋 Description

• Oversee and manage a designated portfolio of intricate grants and contracts.

• Support faculty/Principal Investigators (PIs) in the creation, preparation, and submission of grant and contract proposals.

• Formulate budgets and budget justifications, ensuring application precision and adherence to compliance standards.

• Prepare, coordinate, and review proposal components, including biosketches, justifications, and facilities and resources.

• Provide guidance to faculty/PIs regarding administrative necessities, budget modifications, revisions, requirements, and deadlines.

• Administer project budgets, reporting, compliance schedules, and financial project portfolios throughout the lifecycle of the grant or contract.

• Establish financial and reporting obligations for sub-recipients and coordinate sub-agreements with the Office of Research Administration (ORA).

• Reconcile monthly budget statements, detect cost transfers, and submit necessary corrections and adjustments.

• Prepare requests for re-budgeting or modification of funded projects as circumstances evolve.

• Reconcile and finalize sub-recipient cost objects and funded projects.

• Ensure compliance with agency and University regulations while maintaining financial documentation.

• Oversee patient-care expense charging, overdrafts, revenue documentation, and sponsor payments.

• Develop project management plans for review by faculty/PIs or senior grants administrators.

• Apply federal and university regulations to manage effort allocation and costing for federally funded initiatives.

• Interpret departmental policies and procedures while issuing operating instructions.

• Submit reports to grants and contracts leadership upon request.

⛳️ Requirements

• A Bachelor's degree in a field directly relevant to the position is mandatory for candidates lacking pertinent experience.

• A minimum of 3 years of relevant experience for the Advanced tier; 6 years for the Senior tier; 3 years for the Lead tier.

• Candidates with a directly related Bachelor's or Master's degree are exempt from experience requirements.

• Exceptional communication, analytical, organizational, and data analysis competencies.

• Capacity to adapt to evolving grants and contracts management technologies.

• Proficient in computer usage with a solid working knowledge of the MS Office Suite, including Word, Access, Excel, and PowerPoint.

• Ability to communicate effectively, both verbally and in writing, with all organizational levels.

• Skill in managing and prioritizing multiple projects/tasks concurrently.

• Competence in generating both verbal and written reports.

• Familiarity with federal regulations governing research grants and contracts.

• Understanding of Duke University's grant and contract policies, procedures, systems, and offices.

• Capability to apply federal and university regulations to the allocation of effort and costing for federally funded projects.

• Experience with or capability to execute essential functions in SPS, R3, grants.duke, and SES.

• Understanding of financial processes and controls, including reconciliation tasks.

• Successful completion 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 within the first six months.

• Expected completion of the Research Administration Academy (RAA); employees lacking RAA training must accomplish it within 12 months.

• Completion of RAA plus two electives and AGM within 12 months is required for the Advanced tier.

• RAA and AGM completion is necessary for Senior and Lead tiers.

• Must maintain relevant certifications through ongoing education.

• Residency in one of the specified states or Washington DC is required.

• A cover letter is mandatory.

• Experience in an institution and/or university setting is preferred.

• Strong preference for pre-award and post-award experience.

🏝️ Benefits

• Comprehensive medical and dental care programs.

• Generous retirement benefits.

• Family-friendly and cultural programs.

• 100% remote work option.

• Access to the Research Administration Academy and required professional training.

• Opportunities for continuing education and certification maintenance.