Grants and Contracts Administrator - Remote

Work Arrangement

This position has the option to be 100% remote. Candidates must reside in one of the approved states for remote work, which can be viewed here: (Use the "Apply for this Job" box below)..

Education/Training - 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 (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required.
• Successful completion of the Research Administration Academy (RAA) is expected. 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.

Experience - 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.

Experience in an academic institution;
Pre-award and post-award management of federal grants. CRA preferred.

• 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.

• Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.
• Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. Follow through to submission to Sponsor.
• Advise the faculty/PI on administrative requirements in preparing proposal submissions.
• Assist faculty/PI and study team with development of internal cost assessment and subsequent budget development and negotiation with sponsor including the use of the Clinical Research Management System, if applicable.
• Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency, accuracy, and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Review sponsored projects through Sponsored Projects System to Office of Research Administration to ensure compliance with University procedures and institutional signatures.
• Participate, as necessary, in study initiation meetings to help facilitate internal cost assessment development and budget negotiations.

• Manage assigned projects and financial project portfolios.
• Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Monitor proposal status and advise faculty/PI on requirements and deadlines associated with research protection protocols.
• Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of…