Grants and Contracts Administrator - Psychiatry - Chair's Office

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.

Grants and Contracts Administrator – Psychiatry – Chair’s Office

Psychiatry Central Research Office (CRO)

School of Medicine:

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.

POSITION OVERVIEW

Are you interested in working with one of the best teams managing grants and contracts? If the answer is yes, then apply for our open GCA position at Duke University’s Department of Psychiatry & Behavioral Sciences. Our team is comprised of seasoned grants managers with decades of experience and we have strong support from leadership. Our team takes pride in our excellent customer service and helping each other grow. Most importantly, we know how to have fun!

Remote work is accepted from the following states:

• Arizona

• California

• Colorado

• Florida

• Georgia

• Hawaii

• Illinois

• Maryland

• Massachusetts

• Montana

• New Jersey

• New York

• Pennsylvania

• South Carolina

• Tennessee

• Texas

• Virginia

• Washington, DC

Occupational Summary

Perform pre-award and post-award activities for the departmental research faculty.

Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published timetables and deadlines. Ensure all proposals are completed and routed in a timely manner for further review.

Post-award activities include reconciliation of assigned project budgets, 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.

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.

Work Performed

• Manage assigned projects and financial project portfolios.

• Develop a budget and budget justification; proofing for inconsistencies to ensure accuracy.

• Advise faculty on administrative requirements in preparing proposal submissions.

• Prepare, coordinate and review certain administrative proposal elements (biosketches, facilities & resources, etc.) for consistency, accuracy, and completeness.

• Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project.

• Review sponsored projects through internal routing system for institutional/school level review and approval.

• Manage budget, reporting and compliance timelines through the lifecycle of the project.

• 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.

• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with institutional/school offices.

• Review, evaluate, and reconcile costs related to study participant enrollment.

• Reconcile monthly budget reports and inform PI of corrections/adjustments needed. Identify the need for cost transfers from budget reconciliation; submit cost transfers. Prepare and submit requests for re-budgeting/modifying the funded project budget.

• Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.

• Apply federal and university rules to management of effort allocation appropriately for individuals with salary support from federal awards.

• Ensure proper recording of revenue associated with all studies; apply revenue management standards; manage any overdrafts in line with unit procedures and institution guidance.

• Monitor compliance with agency and institutional/school regulations regarding reporting.

• Closeout all funded projects consistent with university process and timelines.

• Perform other duties as assigned to ensure efficient and effective research support in the Department of Psychiatry & Behavioral Sciences.

Knowledge, Skills, and Abilities

• Ability to analyze data and formulate conclusions.

• Ability to communicate both verbally and in writing with all levels of the organization.

• Ability to consume information and formulate recommendations.

• Ability to create verbal and written reports.

• Ability to learn changing technologies related to grants and contracts management.

• Ability to manage and prioritize multiple projects/tasks simultaneously.

• Demonstrated skills in analyzing data and formulating conclusions; full command of MS Office Suite with significant comfort in Excel. Experience with financial reporting preferred.

• Knowledge of policy, processes, systems, and offices related to and/or involved in grant and contract submission and management.

• Knowledge of federal rules and regulations relating to grants and contracts.

• Must be resourceful, customer service and solution-oriented, and have an innate ability to work independently in a remote environment.

• Must have a clear understanding of accountability and possess the ability to prioritize multiple projects/tasks simultaneously to ensure timely completion.

• Must understand the importance of a team and be comfortable working as part of a large matrixed business unit.

• Proficient use of computers; requires a solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint).

• Significant grasp of appropriate escalation process when issues arise.

• Understand and apply federal and university rules to the management of rules and regulations, costing, and effort allocation for individuals compensated from federal awards.

• Understand financial processes and controls including the reconciliation process.

Tier Structure

Associate: Proficient as a grants and contracts administrator.

Advanced: Experienced, highly capable, and requires minimal oversight of work.

Experience -3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews).

Training -RAA required in addition to 2 electives to prepare for AGM is required. AGM must be completed within 12 months.

Senior: Subject matter expert. May be responsible for mentoring and developing others.

Experience -6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews. CRA certification can also reduce the years of experience requirement to 5 years).

Training -RAA and AGM required. Expected to attend all the appropriate internal updates.

Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversees work of others. May or may not carry the same responsibilities as a full supervisor.

Experience -3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews).

Training -RAA and AGM required. Expected to attend all the appropriate internal updates.

Minimum Qualifications

Education

Work requires communication, analytical, and organizational skills requirements 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 (online), and Basic Compliance (online) within the 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 the 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 is required for candidates who possess a Bachelor's or current position, Master's degree in a field of study directly related to the specific position.

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.