Grants and Contracts Administrator (Remote), Campus Grants Management

Duke University:

 

Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.

 

Job Title:                Grants and Contracts Administrator - Remote, Campus Grants Management Team

Occupational Summary

This position is with the Campus Grants Management Team, a dynamic and growing unit in the Office of the Vice Provost for Research, which provides cradle-to-grave grant management services for specifically identified departments. CGMT is dedicated to providing high quality customer service and compliant award management to our customers.

Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of research proposals. Ensure all applications meet agency and university guidelines, published time tables and deadlines. Ensure proposals are entered and routed 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 and closing out projects in line with university and sponsor guidelines.

We are particularly interested in candidates who work well in a fast-paced environment, are strong critical thinkers and problem solvers. Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of research proposals. Ensure all applications meet agency and university guidelines, published time tables and deadlines. Ensure proposals are entered and routed 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 and closing out projects in line with university and sponsor guidelines.

This position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts with a firm grasp of rules and regulations, technical expertise, analytical skills and an aptitude for using good judgement in applying grant management practices and procedures. The successful candidate for this position will be someone with a strong analytical background and someone who is a high level excel user.

Work Performed

 

Pre Award Job Responsibilities (30%)

• Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations.
• Advise the faculty/PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review proposal elements such as biosketches, budgets, 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.
• Manage the subcontract process with pre award office and collaborating organizations.

 

 

Post Award Job Responsibilities (50%)

• Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Provide ad hoc reports to unit business manager and PIs as requested

• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with the pre award office.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.
• Identify and submit the cost transfers resulting from budget reconciliation.
• As requirements change, prepare and submit requests for re-budgeting/modifying the funded project.
• Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports.
• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional document retention guidelines.
• Manage overdrafts in line with unit procedures and institution guidelines.
• Ensure proper recording of revenue associat