Grants and Contracts Administrator

This is a fully remote position, open to applicants in North Carolina.

📋 Description

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

• Support faculty and principal investigators in the development, preparation, and submission of grant and contract proposals.

• Ensure that applications and contracts adhere to agency and university guidelines, timelines, and deadlines.

• Enter and route proposals for review processes.

• Create budgets and budget justifications, ensuring accuracy and consistency.

• Prepare and submit grants and contracts as part of the pre-award process.

• Advise faculty and principal investigators on the administrative requirements for proposals.

• Assist with internal cost evaluations, budget formation, and negotiations with sponsors.

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

• Ensure compliance with agency and university regulations while verifying financial details and overhead rates.

• Review sponsored projects using the Sponsored Projects System and the Office of Research Administration.

• Participate in meetings to initiate studies.

• Manage assigned projects and financial portfolios related to those projects.

• Monitor fiscal performance, identify issues, and provide advice on budget modifications and revisions.

• Track proposal statuses and deadlines for research protection protocols.

• Manage budget, reporting, and compliance timelines throughout the lifecycle of grants or contracts.

• Establish financial and reporting requirements for sub-recipients and coordinate sub-agreements.

• Reconcile monthly budget reports and process cost transfers.

• Prepare requests for re-budgeting or modifications to projects.

• Reconcile and finalize sub-recipient cost objects and obtain necessary reports from sponsors.

• Maintain financial records in accordance with retention guidelines.

• Oversee patient care expense charging and manage overdrafts effectively.

• Record project revenue following revenue management standards.

• Close funded projects according to university protocols and timelines.

• Develop project management plans for review by faculty, principal investigators, or senior grants administrators.

• Make adjustments for cost-sharing as required.

• Establish standard operating procedures for tracking sponsor payments.

• Interpret departmental policies and procedures and provide operating instructions.

• Submit reports to the leadership of grants and contracts as needed.

⛳️ Requirements

• A Bachelor's degree is required.

• No prior experience is necessary for candidates with a Bachelor's or Master's degree in a relevant field.

• 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 of employment.

• Preferred qualifications include education and/or certification in research or grants.

• Expected completion of the Research Administration Academy; those hired without RAA training must complete it within 12 months.

• Certification(s) must be maintained through ongoing education requirements.

• Ability to analyze data and draw conclusions.

• Willingness to learn evolving technologies related to grants and contracts management.

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

• Excellent verbal and written communication skills with all organizational levels.

• Capability to manage and prioritize multiple projects/tasks concurrently.

• Ability to create both verbal and written reports.

• Knowledge of federal regulations and rules pertaining to research grants and/or contract activities.

• Familiarity with Duke University policies and procedures concerning grant and contract activities.

• Understanding of Duke University systems, processes, and offices associated with grant and contract submission and management.

• Ability to apply federal and university regulations to manage effort allocation for individuals compensated from federal awards.

• Proficiency in applying costing rules and regulations to federally funded projects.

• Ability to execute required functions in SPS, R3, grants.duke, and SES.

• Understanding of financial processes and controls, including reconciliation.

• Advanced tier: 3 years of relevant experience.

• Senior tier: 6 years of relevant experience.

• Lead tier: 3 years of relevant experience.

🏝️ Benefits

• Comprehensive medical and dental care programs.

• Generous retirement benefits.

• Family-friendly and cultural programs.