GRANTS AND CONTRACTS ADMINISTRATOR-Fully Remote Available
Company: Dukehealth.org
Location: Durham
Posted on: May 28, 2023
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Job Description:
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.
Occupational Summary
This position has the option to be 100% remote. Candidates must
reside in the following states: CA, FL, NY, GA, MD, SC, TN, TX, VA,
Washington DC, PA, NJ, MA, IL, MT, HI, CO, AZ.
This position will be located within the School of Medicine Shared
Research Administration Resource Group and will play an active role
in working with specifically identified departments to manage their
portfolio of grants and contracts.
Pre-award activities include assisting departmental faculty/PI in
the development, preparation, and submission of grant and contract
proposals. Ensure all applications and contracts meet agency and
university guidelines and published time tables and deadlines.
Ensure proposals are entered and routed in a timely manner for
further review. Post-award activities include detailed
reconciliation of assigned project budgets, preparing complex
budget reports, preparing adjustments and corrections in assigned
project budgets for further review and approval in order to meet
project goals and federal requirements.
This position is responsible for managing and overseeing 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
Pre-award Job Responsibilities (30%)
- Develop budgets and budget justification which include proofing
the budget for inconsistencies and ensuring accuracy.
- Prepare and submit grants and contracts through pre-award process
utilizing both Sponsor and Duke regulations. Follow through to
submission to Sponsor.
- Advise the faculty/PI on administrative requirements in preparing
proposal submissions.
-Assist faculty/PI and study team with development of internal cost
assessment and subsequent budget development and negotiation with
sponsor including the use/implementation of the Clinical Research
Management System, if applicable.
- Prepare, coordinate and review proposal elements such as
biosketches, justifications and facilities & resources for
consistency, accuracy, and completeness.
- Monitor compliance with agency and University regulations
regarding submission; verify all financial information, including
the application of the appropriate overhead rate for the
project.
- Review sponsored projects through SPS to ORA/ORS to ensure
compliance with University procedures and institutional
signatures.
- Participate, as necessary, in study initiation meetings to help
facilitate internal cost assessment development and budget
negotiations.
Post-award Job Responsibilities (50%)
- Manage assigned projects and financial project portfolios.
- Ensure understanding of the current fiscal performance of studies
and identify areas of concern that need resolution. Advise
faculty/PI on budget adjustments and revisions necessary to meet
the sponsor requirements.
- Monitor proposal status and advise faculty/PI on requirements and
deadlines associated with research protection protocols
- Manage budget, reporting and compliance timelines through the
lifecycle of the grant or contract; communicate new WBSEs to
appropriate department personnel.
- Establish sub-recipient financial and reporting requirements;
coordinate issuance of sub-agreements with ORA and ORS.
- Reconcile monthly budget reports and inform faculty/PI and/or
supervisor of corrections/adjustments that have been made.
- Identify and submit the cost transfers resulting from budget
reconciliation.
- As requirements change, prepare and submit requests for re-
budgeting/modifying the funded project. Reconcile and close all
sub-recipient cost objects and obtain all sponsor-required
reports.
- Monitor compliance with agency and University regulations
regarding reporting.
- Maintain financial records per the institutional documents
retention guidelines.
- Monitor and determine appropriate charging of patient care
expenses to the study cost object(s).
- Manage overdrafts in line with unit procedures and institution
guidelines.
- Ensure proper recording of revenue associated with all projects;
applying revenue management standards.
- Close all funded projects consistent with university processes
and timelines.
Administrative Job Responsibilities (20%)
- Develop project management plan for review by the faculty/PI or
senior level grants administrator.
- May make cost-sharing adjustments to reflect appropriate labor
distribution or related cost-sharing obligations.
- Ensure process (SOP) is in place within the unit for proper
handling and tracking of Sponsor payments into the project cost
object. This process must be handled in accordance with the
institution's current policy.
- Interpret departmental policies and procedures, making decisions
on specific operating problems and issuing instructions on behalf
of unit.
- Apply federal and university rules to appropriately manage effort
for individuals compensated, in whole or in part, from sponsored
awards
- Submit reports to the Divisional Administrator/Business Manager
when requested
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 (online), Basic
Compliance (online), Duke Human Research Training (online), Budget
Development and Negotiation Training, and Industry Funded Clinical
Research-Process for Contracts within first six months of hire is
required.
Successful completion of the Research Administration Academy (RAA)
is expected. 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.
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.
Skills:
- Ability to analyze data and formulate conclusions.
- Ability to learn changing technologies related to grants and
contracts management.
- Proficient use of computers; 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.
- Knowledge of federal rules and regulations relating to research
grant and/or contract activity
- Knowledge of Duke University policies and procedures relating to
grant and contracts activity
- Knowledge of Duke University processes, systems and offices
related to and/or involved in grant and contract submission and
management.
- 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 apply costing rules and regulations to
federally funded projects.
- Experience with/Ability to perform required functions in SPS, R3,
grants.duke and SES relating to assigned duties.
- 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 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.
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
requirements. generally acquired through completion of a bachelor's
degree program. process. 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 Upon
successful completion of expected training, the employee must
maintain certification(s) by completing continuing education
Experience
No experience required for candidates who possess a Bachelor's or
position. Master's degree in a field of study directly related to
the specific
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.
Keywords: Dukehealth.org, Durham , GRANTS AND CONTRACTS ADMINISTRATOR-Fully Remote Available, Other , Durham, North Carolina
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