• Duke Health
  • Durham, NC, USA
  • May 23, 2020
Administration/Operations Research

Job Description

School of Medicine:


Established in 1930, Duke University School of Medicine is the youngest of the nation’s 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.


Pre and/or post grant awards experience is essential.

Occupational Summary


Performs pre- and/or award management activities for the Schools of Medicine and Nursing. Pre- award activities include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations, award review and set-up to facilitate appropriate long-term management. Award management activities include facilitating the progress of the sponsored project by reviewing prior approval requests, rebudgets, extensions, and managing the closeout process.  The successful candidate will be assigned either to pre-award or award management as a primary function, but will be crossed trained to provide coverage for the other. 


Work Performed


Proposal Review and Approval


- Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations.


- Review proposal budgets for accuracy, correct rates, and allowability of items proposed. Suggest changes when issues are identified.


- Review the application to ensure that non- central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.


- Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.


- Review the proposal to ensure the completed proposal package meets sponsor submission standards, including electronic system requirements for each sponsor.


Award Review and Set-up


- Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project’s PI or designated administrator on issues related to the award.


- Request and review revised budgets if needed.


- Review award and project for compliance requirements.


- Initiate/approve account set-up for new projects


- Process awards in a timely manner; notify TBS of new awards and notify department administrators that an award has been received.


Award Management


- Act as a liaison between sponsors and investigators during a project to resolve issues or make prior approval requests.


- Communicate with the project’s PI or designated administrator on award issues.


- Review rebudgets, CAS, no-cost extensions, carryover requests and other award management actions.


- Coordinate and review project close-out


Miscellaneous Duties as Assigned


- Keep up-to-date of changes involving internally and externally imposed policies and procedures


- Act as a resource for any compliance questions/issues using existing knowledge, experience and available resources (e.g., sponsor regulations, University policies) for supporting and/or providing guidance within ORA and the SOM’s research community


- Special projects/initiatives as identified by department leadership



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.

Training: Successful completion of required department training such as Application Development, Management and Resources, Introduction to Research, 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 expected. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months.

Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements.


Duke 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 ideas—an 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 essentialjob 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.


Employment Type