Grants and Contracts Administrator

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

📋 Description

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

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

• Enter and route proposals for prompt review.

• Reconcile assigned project budgets and generate complex budget reports.

• Prepare budget adjustments and corrections for review and approval.

• Manage and oversee a designated portfolio of complex grants and contracts.

• Develop budgets and budget justifications, checking for inconsistencies and accuracy.

• Prepare and submit grants and contracts through the pre-award process in accordance with sponsor and Duke regulations.

• Advise faculty and principal investigators on administrative proposal requirements.

• Assist with internal cost assessment, budget development, and sponsor negotiations.

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

• Monitor submission compliance and verify financial information and overhead rates.

• Review sponsored projects in the Sponsored Projects System for compliance and institutional signatures.

• Participate in study initiation meetings as required.

• Manage assigned projects and financial portfolios.

• Oversee fiscal performance, identify issues, and provide advice on budget adjustments.

• Track proposal status and research protection protocol deadlines.

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

• Establish sub-recipient financial and reporting requirements and coordinate sub-agreements with ORA.

• Reconcile monthly budget reports and communicate any necessary corrections and adjustments.

• Identify and submit cost transfers resulting from reconciliations.

• Prepare and submit requests for re-budgeting and project modifications.

• Reconcile and close sub-recipient cost objects and obtain required reports from sponsors.

• Maintain financial records in accordance with institutional retention policies.

• Monitor patient care expenses charged to study cost objects.

• Manage overdrafts according to unit and institutional policies.

• Ensure accurate project revenue recording and adhere to revenue management standards.

• Conclude funded projects following university processes and timelines.

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

• Make cost-sharing adjustments as necessary.

• Establish standard operating procedures for managing and tracking sponsor payments.

• Interpret departmental policies and procedures and issue operational instructions.

• Apply federal and university regulations to manage sponsored-award efforts.

• Provide reports to grants and contracts or business administrators upon request.

⛳️ Requirements

• A bachelor's degree typically obtained through the completion of a bachelor's degree program.

• No experience is required for candidates holding a Bachelor's or Master's degree directly related to the position.

• Successful completion of the Research Administration Academy (RAA) Onboarding Training and enrollment in a learning track within the first 90 days.

• Maintain requirements for the assigned level.

• Retain certification(s) through continuing education requirements following successful completion of expected training.

• 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 working knowledge of the MS Office Suite (Word, Access, Excel, PowerPoint).

• Ability to communicate effectively, both verbally and in writing, with all levels of the organization.

• Capacity to manage and prioritize multiple projects/tasks simultaneously.

• Skills in creating verbal and written reports.

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

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

• Understanding of Duke University processes, systems, and offices related to grant and contract submission and management.

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

• Knowledge of costing rules and regulations applicable to federally funded projects.

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

• Understanding of financial processes and controls, including reconciliation.

• Pre-award and post-award experience is strongly preferred.

• Certification as a Research Administrator is an advantage.

• University/institutional experience is strongly preferred.

🏝️ Benefits

• Comprehensive medical and dental care programs.

• Generous retirement benefits.

• Family-friendly and cultural programs.

• 100% remote work option.