GRANTS AND CONTRACTS ADMINISTRATOR

This Position is Remote and Grant Funded

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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

GRANTS AND CONTRACTS ADMINISTRATOR

Duke Human Vaccine Institute

Responsibilities :

Manages, directs and oversees pre- and post-award financial and research administration activities for the DHVI research and development (R&D) contracts, primarily funded the by the National Institutes of Health (NIH). May also be responsible for managing grant portfolios and other foundation awards, as assigned. Performs a lead role in managing and coordinating projects, contracts, and task orders within the DHVI and with other Duke Departments.

Manages all post-award research administration activities for the R&D contracts portfolio. Performs post-award activities and prepares all necessary documents, including but not limited to subcontract agreements; contract modifications; non-competing renewal budgets and submissions in Sponsored Projects System (SPS); contract re-competitions; budgets and re-budgets; monthly invoice templates; contracting officer authority requests (COA); cost accounting standards (CAS); fund code request, monthly financial reconciliation, reporting and testing; effort documentation and tracking; patient care financial tasks and reporting; procurement transactions; and routine or ad-hoc reporting and delivery requirements, etc., to ensure institutional and sponsor compliance and budgetary appropriateness.

Manages all pre-award activities for the R&D contracts portfolio including indefinite quantity/indefinite delivery (IDIQ) task order contracts. This includes, but is not limited to preparation of budget workbooks, supporting documentation, business proposals, and all other documents required by the sponsor as well as internal requirements, such as SPS, etc. Involved with pre-award activities and responsibilities for the contract portfolio.

Participates in internal or external audits by providing information and documentation as requested. Provides relevant information regarding background and/or processes that will be useful in the conduct of an audit.

Interfaces regularly with Principal Investigators, laboratory managers and other researchers as well as financial management staff. Maintain liaison with financial administrators and managers in Departments external to DHVI. Maintain liaison with Office of Research Administration (ORA), Post Award Financial Management (PAFM) and the National Institutes of Health (NIH) regarding budgets, re-budget requests and other post-award activities. Serve as primary point of contact with these offices on all post- award matters regarding sponsor and institutional policy interpretation. Maintains constant communication channels with constituents to report and address any grant or contract-related administrative or compliance issue in a timely manner.

Performs day-to-day award management for assigned Principal Investigators including, but not limited to purchase approvals, reconciliation of charges, analyses of financial statements, monthly reporting and effort monitoring. Responsible for the preparation of any and all documents required for execution of actions.

As required, plans, coordinates and/or prepares financial analyses and reports for the Director/Assistant Director of the DHVI Finance Office. Provides input to the development, implementation, modification and management of Standard Operating Procedures (SOPs), as requested and/or appropriate.

Accountability for the annual School of Medicine (SoM) research administration metrics. The specific metrics will be furnished upon receipt from the SoM. In general, the metric criteria include, but is not limited to, submission of timely close-out documents; effort and payroll correctness; adherence to ratio of non-salary cost transfer to total transactions, submission of timely attestations; etc.

Skills :

• Demonstrated skills in analyzing data and formulating conclusions.
• Ability to learn changing technologies related to grants and contracts management.
• Full command of grants and contracts systems; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point).
• Ability to communicate both verbally and in writing with all levels of the organization.
• Ability to manage and prioritize multiple projects/tasks simultaneously.
• Ability to create verbal and written reports.
• Understand and apply knowledge of national compliance issues to circumstances at Duke University.
• Understanding of asset management for funded projects as applied to Duke University policies and practices. Able to direct others in asset management and to review, troubleshoot and approve asset management.
• Understand and apply basic concepts of Export controls as these relate to proposal submission and award management.
• Understand and be able to apply federal rules to contract negotiations and management.
• Understand and be able to apply budget management to contracts.
• Understand and be able to assist others in understanding contract terminology.
• Understand and be able to comply with Duke University requirements for managing Federal contracts.
• Understand and be able to assist others in understanding the basic Federal and Duke University rules, regulations and requirements of IRB, IACUC, COI, IBC and Misconduct Science.
• Able to clearly communicate when interacting with faculty to inform of obligations in meeting these requirements and when faculty is not complying with policies.
• Able to escalate issues to higher levels when unable to get cooperation from others.
• Able to establish and maintain systems to ensure timely compliance with RCR requirements.
• Understand and be able to operationalize the development and maintenance of internal controls within a Duke University unit.
• Able to understand and apply basic internal control concepts to daily management of Federal awards.
• Understand and be able to translate concepts to actual practice at Duke University.
• Understand and apply the basic concepts of clinical research in the Duke University compliance environment.
• Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.
• Understand and be able to manage complex effort scenarios resulting from multiple appointment types (PDC, VA, University).
• Understand the management requirements of broadly represented aspects of Federal financial research compliance and to develop strategies for meeting compliance expectations within a dedicated unit and/or assigned portfolio.

Required Qualifications at this Level :

• Education/Training:
  • 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.
  • 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 process. Successful completion of all expected training will be an annual performance goal until complete.
  • Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.

• Experience: No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.

Preferences :

• Certified Research Administrator preferred.
• Three years of relevant grants and contracts experience.

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.