Grants And Contracts Administrator

School of Medicine

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.

Duke Global Health Institute

The Duke Global Health Institute (DGHI) coordinates, supports, and implements Duke University’s interdisciplinary research, education, and service activities related to global health. Aiming to achieve health equity for vulnerable groups and individuals around the world, DGHI’s mission is to:

• Prepare global health leaders through world-leading interdisciplinary education
• Seek innovative solutions to the world’s most pressing global health challenges by conducting research, designing policies, and implementing evidence-based interventions
• Partner for change by engaging international and local organizations in locally grounded, collaborative projects around the world as well as in Durham, NC, and the American South

DGHI seeks a Grants and Contracts Administrator, who is interested in actively contributing to the expansion of the Institute’s 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 subcontract agreements). This position requires knowledge of accounting principles usually acquired through a bachelor's degree in accounting or a directly related field and two years of experience in a grant/financial administration position or any other equivalent combination of relevant education and/or experience.

Occupational Summary:

This position will play an active role in working with specifically identified departments and centers within DGHI, including the Center for Healthcare Policy and Inequities Research (CHPIR). The position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Pre-award activities include assisting departmental faculty/principal investigators (PI’s) in the development, preparation, and submission of grant and contract proposals; ensuring all applications meet agency and university guidelines and published timetables and deadlines; and ensuring proposals are entered and routed in a timely manner for further review. Post-award activities include reconciling assigned project budgets in detail, preparing complex budget reports, and preparing adjustments and corrections in assigned project budgets for further review and approval to meet project goals and federal requirements.

Work Performed:

• (10%) Assist investigators in preparing grant applications, including the use of the appropriate forms, developing a budget and budget justification, gathering biosketches, other support, and facilities &resources) etc., for consistency, accuracy, and completeness incompliance with sponsor and university guidelines and deadlines.
• (15%) Process and thoroughly review sponsored projects through SPS to ORA to ensure compliance with Duke University procedures, while ultimately obtaining the appropriate departmental and institutional signatures. 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 (grants.gov, eRACommons, 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 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.
• (20%) Prepare and submit requests for cost accounting standards (CAS) re-budgeting/modifications and no-cost extensions for the funded project budget. Reconcile and close all accounts and sub-recipient agreements/contracts and obtain all sponsor-required reports. Work with assigned staff in the Office of Sponsored Programs to close out 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. 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 ORA, and other relevant Duke University 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.

Skills Required:

• 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 and expenses against budget.
• Demonstrate ability to work individually and self-sufficiently, as well as collaborating with other areas of the Institute to complete proposals 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, and 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 financial and analytical skills required.
• Knowledge of SAP, PeopleSoft, SPS or similar grant and financial database systems.
• Ability to complete all required Institutional trainings.

Minimum Qualifications

Education

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

Experience

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

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