• Location: Durham, NC
  • Posted: Sep 14, 2019

Job Description

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.


Background: The Duke Global Health Institute (DGHI) is looking for a Grants and Contracts Administrator (G&C Admin), who is interested in contributing actively to the expansion of the Institutes research by giving support to a growing body of multi-disciplinary faculty members. We are particularly interested in candidates who work well in a fast-paced environment and are knowledgeable of sponsored research in an international setting (e.g. international sub-award agreements).

Occupational Summary: This position will performs pre-award and/or post-award activities for a unit (school, department, division, institute, or center). Pre-award activities include assisting departmental faculty/PI/staff in the development, preparation, and submissions of grant and contract proposals. The G&C Admin will ensure all applications meet agency and university guidelines and published timetables and deadlines. The G&C Admin will ensure that proposals are entered and routed to central administration in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements, and assisting with setting up agreements and payments with project partners.

This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

DGHI grants are submitted through the Office of Research Support (ORS) or Office of Research Administration (ORA), as the case may be.

Work Performed:

Assist investigators/staff in preparing grant applications, including the use of the appropriate forms, developing a budget and budget justification, gathering biosketches, other support, and other proposal items, and ensuring that the proposal is consistent, accurate, complete, and in compliance with sponsor and university guidelines and deadlines. (15%)

Process and thoroughly Review sponsored projects through SPS to ORA/ORS to ensure compliance with departmental and institutional procedures. Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project. Process and Review other sponsor related mechanisms required by sponsor to submit proposals (, eRA commons, SF 424 forms, etc.) Submit electronically through various electronic systems and/or mail the applications, as required. (15%)

Assist investigators in processing "just-in-time" information, progress reports, and final reports to sponsoring agencies. Interpret information received from funding agencies and distribute to appropriate investigators. (5%)

Responsible for managing various awards from the federal, state, governmental and private agencies/foundations. Maintain and distribute current information regarding indirect cost rates and fringe benefit cost rates. Communicate new WBSEs to appropriate department personnel. Approve and manage expenditures for grants submitted by investigators. Monitor compliance with agency and University regulations. Work with DGHI finance office to reconcile and analyze monthly financial statements. Work with Business Office or SPOC in various departments to ensure correct salary distribution for staff paid on DGHI grants. Submit reports to the PIs. Provide budget projections and recommendations to the PIs. (15%)

Interface with the PI, co-Investigators, Duke's Office of Sponsored Programs, Duke Accounting, and the sponsor and subcontracted partners to ensure timely and accurate accounting, reporting, and billing for work completed for DGHI grants. Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made. - Identify the need for cost transfers from budget reconciliation; submit timely and accurate cost transfers. Ensure proper recording of revenue associated with all studies; apply revenue management standards. Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS. (20%)

As required, prepare and submit requests for cost accounting standards (CAS) re-budgeting/modifications, no-cost extensions for the funded project budget. Reconcile and close all accounts and sub-recipient agreements/contract and obtain all sponsor-required reports. Work with assigned staff in the Office of Sponsored Programs to closeout all funded projects consistent with university process and timelines. Assist with special projects related to sponsored projects (15%)

Ensure process (SOP) is in place within the unit for grant and financial management; maintain administrative files, database, etc. for internal and external clients. Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutional check handling process. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit. (5%)

Perform other related duties incidental to the work described herein. Attend grant manager meetings sponsored by the Office of Research Support, Office of Research Administration and other relevant meetings. Provide professionalism and quality customer service to all stakeholders both internal and external to Duke to ensure mission and reputation of Duke remains sustainable (10%)

Skills Strongly Preferred:

Ability to effectively interface with PIs on proposal and grant process. Ability to understand the best approach to an international research project and work with the relevant Grant Offices to ensure effective implementation of the award both locally and internationally.

Ability to develop budget recommendations, prepare detailed budget and written narratives, and review revenue vs expenses against budget. Demonstrate ability to work individually and self-sufficiently, as well as collaborating with other areas of the Institute to complete the proposal in order to meet submission deadlines and to work with all necessary personnel involved in submitting a proposal to an agency.

Ability to communicate effectively with all levels of staff is essential; excellent interpersonal and communications skills required. Excellent written communication skills, attention to detail and ability to follow through on assignments. Ability to work well under constraints of deadlines and ability to successfully meet deadlines. Ability to effectively multitask.

Aptitude to use good judgment in applying established grants management practices and procedures. Critical thinking and strong analytical skills or financial analysis required.

Knowledge of SAP, PeopleSoft, SPS or similar grant and financial database systems.

Knowledge of Excel and budgeting tools.

Must meet all required Institutional trainings for continuing education.

Experience strongly preferred.

Minimum Qualifications

Work requires communications, analytical and organizational skills requirements. generally acquired through completion of a bachelor's degree program. process. 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 Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education


No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific

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 ideasan 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.

Duke Health

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Phone: (919) 684-5600

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