Senior Grants and Contracts Administrator

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.

 

Occupational Summary:

The Duke Department of Biology seeks a Senior Grants & Contracts Administrator (GA) to manage an assigned grants portfolio for the current Biology faculty/PI. This position reports to the Sr. Grants and Contract Manager and will join a team of 6 grant administrators.  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.

 

Pre-award activities include assisting departmental faculty/PI in developing, preparing, and submitting grant and contract proposals. Ensuring all applications meet agency and university guidelines and published timetables and deadlines. Confirm that proposals are entered and routed in a timely manner for further review within the department and Office of Research Support (ORS). Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports projections, and making necessary adjustments and corrections for assigned project budgets. Provide oversight to ensure budgets are submitted for further review and approval needed to meet project goals and federal requirements.

 

A successful candidate for this position is someone interested in supporting faculty research with strong analytical and financial management skills. Must be comfortable with working in a deadline-driven environment and being able to manage and prioritize several projects.

 

Work Performed

Pre-Award Responsibilities (40%)

• Prepare and submit grants and contracts through the 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.
• Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols.
• Manage the subcontracting process with pre-award office and collaborating organizations.

Post-Award Responsibilities (40%)

• 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, grants manager, and PIs upon request.
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.
• 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.
• Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Monitor compliance with agency a