ADMINISTRATIVE MANAGER

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.

Administrtative Manager 

Job Description 

 

FPM Responsibilities – 100% 

Overall position summary: Manages the finances of the department of anesthesiology’s clinical research unit(CRU). Responsibilities include collaborating with Study Team and Research Practice Manager (RPM) to prepare internal cost summaries and charge assignment grids (calendars) for each study. Sharing individual study financial summaries with PI#s at scheduled intervals and facilitating and supervising the negotiation of external study budgets and contracts. This position prepares the annual operating budget for the CRU portfolio and ensures proper recording of expenditures and revenues, specifically faculty and staff effort on studies and communicating regularly with study team regarding reconciliation of each CRU monitored WBS code per Duke General Accounting Principles and the department’s Business Office. This role works closely with the department’s grants and contracts manager and will spend a portion of their time estimated to be between 25% and 40%of their total effort completing the pre-award and post award responsibilities and timelines of the group. This position reports to the Senior Grants and Contracts Manager with indirect reporting to the CRU Director and Chief Administrator for appropriate work components. 

Responsibilities Shared by Research Practice Managers (RPM)and Financial Practice Manager(FPM) 

• Review and evaluate the charge assignment grid based on the schedule of events and protocol. 

• Provide financial advice to PI’s and CRC’s in the negotiation of study budgets with sponsors. 

• Review of individual study finances on a regular basis (monthly or more often as needed) with the RPM and as requested with the CRU director. 

• Facilitate efforts with RPM to address budget-related issues with the CRU Medical Director, PIs, and study coordinators as appropriate. 

•Coordinate with RPM that grant billing reports received by study teams are reviewed on a weekly basis; ensure process is in place for ongoing update of recipients for these reports. 

• Collaborate summaries(ICS) for all new projects. 

Contracts and Budgets 

•Coordinate with RPM, CRC’s, CRS’s and PI’s to prepare realistic internal costs 

Ensure proper records revenue associated with all studies applying revenue management standards. Generate and analyze financial reports reflecting the performance of studies as well as aggregated reports of the overall financial performance of the CRU, including infrastructure costs and study- specific expenses and revenue. 

• Maintain financial records for each CRU managed study per the institutional documents retention guidelines. 

• Review and route sponsored projects proposals through SPS to ORA ,to ensure compliance with University procedures and institutional signature. 

• Track the status of proposed projects related to budget and contract issues and provide updates to the CRU leadership, PIs and staff to support decision-making regarding new studies and resolve funding sources for underfunded projects. 

• Confirm receipt of final contractor award; understand the terms and restrictions and deliverables of agreement. 

 

Post Award Accounting / Transaction Analysis 

• For industry funded projects, facilitate the Revenue Management process; track subject activity & milestones, determine Earned Revenue, determine accrual amounts; validate the information and submit entries for the General Ledger to SOM Finance. 

• Monitor invoicing if invoicing occurs at the division/cluster level, and/or invoice sponsor as appropriate for negotiated fees and procedures, as dictated by contract. Monitor accounts receivable and follow up with sponsors as necessary. 

• Collaborate with PAFM Post Award Financial Management office for Federal and Found