GRANTS AND CONTRACTS MANAGER

This Position is Fully 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 MANAGER

Finance – Duke Human Vaccine Institute

100% REMOTE POSITION

Responsibilities :

Manages and conducts post-award financial and research administration activities of the DHVI federal-sponsored grants, contracts and cooperative agreements.  This position is primarily focused on the management of GMP projects.  May also be responsible for managing grant portfolios and other awards, as assigned, unrelated to the GMP.  This position will be managing mostly large contract funded projects.  Performs a lead role in managing and coordinating large projects, grants, agreements, and sub-awards within the DHVI as well as those that span across multiple disciplines, faculty and other Departments.

Manages all post-award activities for a grant, contract and cooperative agreement portfolio.  Activities includes preparation of all necessary documents, including but not limited to subcontract agreements, budgets, re-budgets, monthly invoices, cost accounting standards (CAS), reporting and delivery requirements, etc., to ensure institutional and sponsor compliance and budgetary appropriateness.    

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 other financial management staff.  Maintain liaison with financial administrators and managers in Departments external to DHVI.  Maintain liaison with Office of Research Administration (ORA) and the Post Award Financial Management (PAFM) office 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 grants management for assigned Principal Investigators and grant and contract portfolios including, but not limited to purchase approvals, reconciliation of charges, analyses of financial statements, monthly reporting and effort monitoring.  Reconcile monthly budget reports, implement adjustments and inform PI and/or Project Manager of any necessary corrections or adjustments.  Responsible for the preparation of any and all documents required for execution of actions. 

Plans, coordinates and prepares financial analyses and reports for the Administrative Director of the DHVI Finance Office and the Contract Team Leader.  Provides input to the development, implementation, modification and management of Standard Operating Procedures (SOPs), as requested and/or appropriate.  

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 the Research Administration Academy (RAA) and Advanced Grants Management is required. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete.

Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.

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.

Certified Research Administrator preferred.

Experience : Work generally requires three years of relevant grants and contracts experience.

• Ability and desire to complete Advanced Grants Management training (in most circumstances an employee will be expected to hold a RAA certification before moving into this classification).
• 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.

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.