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RESEARCH ADMINISTRATION SPECIALIST, PHYSICS DEPT.

Company: Duke Health
Location: Durham
Posted on: November 22, 2021

Job Description:

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
Provide support to customers by facilitating pre- and post-award processes in support of the High Energy Physics Group and Nuclear Theory Group faculty and students in the Department of Physics. Perform basic reconciliation of assigned project budgets, prepare basic budget reports for review by Principal Investigator(s) (PIs) and supervisors, and prepare adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements. May process invoices and provide PIs with daily monitoring of grants and contracts and/or discretionary funds to ensure expenses are being paid according to grants and contract(s) protocols.

This position may have an opportunity to work remotely. All Duke University remote workers must reside in one of the following states or districts: California; Florida; Georgia; Maryland; New York; North Carolina; South Carolina; Tennessee; Texas; Virginia or Washington, DC.

Work Performed

HEP/Nuclear Theory Group Faculty and Student Support - 42%

  • Provide support to faculty, staff, and students for miscellaneous financial needs. Assist in processing vendor payments such as AP check requests, journal entries, check deposits, Purchase Orders and carts, wire transfer requests, and honoraria, for research program activities.
  • Manage the monthly Corporate card clearing and reconciliation process, ensuring the use of appropriate fund sources.
  • Provide training and assist with graduate students with the travel and miscellaneous reimbursement requests through Concur travel reimbursements process through the Concur system to ensure accurate fund code, GL, and support from Graduate school.
  • Monitors the purchasing process in and troubleshoots issues with shopping carts/purchase orders. Track orders, purchase requests, and goods receipts submitted by faculty, staff, and students.
  • Maintain liaison with departmental personnel to obtain information to verify or support financial records; prepare correspondence and answer inquiries regarding accounting information as required.
  • Prepare and deliver deposit forms to the Bursar's office.
  • Maintain records for budget codes at national and/or international labs, which are for the use of Duke researchers. Manage financials for the CERN team account in Switzerland. Pay invoices and manage monthly spending for our international account.
  • Arrange for and schedule appointments and meetings.
  • Schedule use of HEP conference room, NPT Visitor office, and any other rooms, as assigned.
  • Manage the TNT seminar schedule for the website.
  • Arrange parking, and assist with transportation and lodging accommodations for all TNT and HEP visitors. Process visitor travel and miscellaneous reimbursements as needed.
  • Process travel reimbursements through Fermi National Laboratory procedure and Brookhaven National Lab system.
  • Assist faculty with meetings and seminar setup as needed.
  • Organizes and maintains departmental research files, records, reports, and correspondence required for reference and efficient operation of the department.
  • Manages mail and document support for the HEP and Nuclear Theory research groups' faculty, staff, and students.
    • As necessary, forwards mail and other appropriate documents to faculty and staff stationed at CERN, Fermilab, or Brookhaven National Lab.
    • Answer questions concerning departmental or divisional activities. Pre-Award - 18%
      • Assist Grants and Contracts Administrator/Manager in budget preparation.
      • Collect and compile information for grant proposal, SPS, and iForms data entry.
      • Provides technical and administrative assistance during the negotiations, creation, and administration of grants and contracts.
      • Prepare/edit certain proposal elements (biosketches, current and pending support, facilities & resources, COA) as directed by Grants and Contracts Administrator/Manager.
        • Maintain a working knowledge of applicable regulations, policies, and protocols. Post-Award - 40%
          • Assist Grants and Contracts Administrator/Manager in budget revisions, budget reconciliation, or time extension as needed. Inform supervisor of any errors that arise in the reconciliation of monthly budget reports. Identify the need for cost transfers from budgeted reconciliation.
            • Process effort allocation appropriately for individuals compensated whole or in part from federal Awards.
              • Implement awarded grant/contract budgets in the university budgeting and accounting system.
              • Monitor daily grant/contract project activities. Coordinates reporting requirements.
              • Monitor proposal status and advise Grants and Contracts Administrator/Manager on requirements and deadlines associated with research protocols. Monitor reporting and compliance timelines for new awards. Assist investigators in preparing the necessary documentation for site visits.
              • Reconcile financial information on Sponsor's reports to University general ledger, reviewing financial transactions posted to general ledger and other documents for compliance with Sponsor's terms and conditions and University's policies and procedures. Perform monthly Financial Assessment and Management (FAM) review of designated codes.
              • For industry-funded projects, support the Revenue Management process.
              • Create and send invoices to sponsor as appropriate for negotiated fees and procedures, as dictated by the grant or contract.
              • Analyze indirect costs charged to a sponsored project, make appropriate calculations, and process journal entries to correct indirect costs.
                • Process journal entries for unallowable expenses, including over expenditures, and internal Fees, or other such transactions as needed.
                  • Maintain financial records per the institutional documents' retention guidelines.
                  • Assist investigators in processing renewal applications for existing protocols. Closeout - 10%
                    • Prepare various financial reports as required by the Sponsor reflecting compliance with the Sponsor's terms and conditions, prepare adjusting journal entries for unallowable expenses, including over
                      expenditures.
                      • Facilitate required financial transactions for grants and contracts (as necessary).
                      • Facilitate required close-out transactions and activities. Assist with special projects and business office duties as necessary.

                        Attend meetings and training as deemed necessary to stay informed of policies and procedures.

                        Supervisory Responsibilities: May direct the work of lower-level support personnel.

                        Training: May be required to take FasTracks in areas of specifically assigned duties.
                        Desired Skills:
                        • Ability to work within a team environment.
                        • Proficient use of computers; requires a solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint). Experience with Concur, Grants Manager, SAP/R3, SPS, Grants.gov, Grants.Duke and NSF Fastlane are preferred.
                        • 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. The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

                          Minimum Qualifications

                          Education

                          Work requires communications, analytical and organizational skills generally acquired through completion of an Associate's degree program. Training: May be required to take FasTracks in areas of specific assigned duties

                          Experience

                          Work generally requires two years of relevant experience to obtain office organization, communications, and administrative skills. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR 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..... click apply for full job details

Keywords: Duke Health, Durham , RESEARCH ADMINISTRATION SPECIALIST, PHYSICS DEPT., Other , Durham, North Carolina

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