RESEARCH ADMINISTRATION SPECIALIST, PHYSICS DEPT.
Company: Duke Health
Posted on: November 22, 2021
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.
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
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
- 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
- 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
- Answer questions concerning departmental or divisional
activities. Pre-Award - 18%
- Assist Grants and Contracts Administrator/Manager in budget
- 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
- 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
- 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
- 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
- For industry-funded projects, support the Revenue Management
- Create and send invoices to sponsor as appropriate for
negotiated fees and procedures, as dictated by the grant or
- Analyze indirect costs charged to a sponsored project, make
appropriate calculations, and process journal entries to correct
- Process journal entries for unallowable expenses, including
over expenditures, and internal Fees, or other such transactions as
- Maintain financial records per the institutional documents'
- 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,
- 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
Attend meetings and training as deemed necessary to stay informed
of policies and procedures.
Supervisory Responsibilities: May direct the work of lower-level
Training: May be required to take FasTracks in areas of
specifically assigned duties.
- 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
- 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.
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
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
Keywords: Duke Health, Durham , RESEARCH ADMINISTRATION SPECIALIST, PHYSICS DEPT., Other , Durham, North Carolina
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