at Duke University and Duke University Health System

Durham, North Carolina

School of Medicine:


Established in 1930, Duke University School of Medicine is the youngest of the nation’s top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.


Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.




This posting is specifically for a Clinical Grants and Contracts Administrator (cGCA). This position is assigned to the Department of Medicine Clinical Research Unit and will report directly to the Finance Practice Manager.



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.


The Department of Medicine Clinical Research Unit (CRU) sits within the Medicine Office of Research, the largest central departmental research administration and operations organizational unit within the School of Medicine. We take a cradle-to-grave approach whereby Grants & Contracts Administrators (GCA) manage both pre- and post-award activities across an assigned portfolio. While the clinical GCAs are within the specific CRU reporting structure, the CRU belongs to a much larger more matrixed team environment where cross-functional teamwork and positive working relationships are paramount to our collective success.



– Read and interpret clinical trial study documents including protocol, budget, contract, informed consent, and laboratory manual.

– Develop study budgets and prepare compliant internal cost assessments (ICAs), paying close attention to research expenditures and using the tools and resources provided by the University.

– Develop and review contract budget and payment terms and negotiate the most favorable terms for the institution, in coordination with clinical study investigators and their study team, departmental grants staff and appropriate institutional offices.

– Reconcile costs related to study participant enrollment in the Clinical Research Management System (OnCore).

– Prepare, process and/or approve requests for human participant payments, ensuring timeliness and compliance with applicable Duke and external policies, procedures, rules and regulations.

– Prepare a monthly accounts receivable (AR JV) summary reflecting accrued enrollment and revenue received for each fiscal period.

– Manage and oversee project revenue, invoicing, accounts receivable monitoring, collection and deposits.

– Prepare and process cost transfers for timely expense management of assigned fund codes per departmental and institutional guidelines.

– Reconcile patient care expenses from the electronic medical record (Maestro Care) to our financial reporting system (SAP R/3) for assigned fund codes per departmental and institutional guidelines.

– Advise faculty and divisional staff on administrative and financial requirements in preparing grants, contracts and other research agreements, including timelines and deadlines for both University and sponsor.

– Provide guidance to faculty and divisional staff on the requirements of the IRB, IACUC, COI, IBC and other research-related regulations.

– Compile, maintain and analyze financial data which may include special projects and metrics.

– Monitor sponsor, regulatory and institutional compliance with contract terms and institutional policies and procedures.

– Perform other duties as assigned to ensure efficient and effective research support in the Department of Medicine.



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

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

     Experience with financial accounting and/or reporting preferred.

–     Ability to consume information and formulaterecommendations.

     Demonstrated skills in analyzing data andformulating conclusions; full command of MS Office Suite with significantcomfort and proficiency in Excel.

     Ability to effectively communicate bothverbally and in writing with all levels of the organization.

–     Significant grasp on appropriate esca lationwhen issues arise.

     Ability to learn changing technologies relatedto grant s and contracts management.


Prior experience in the conduct of clinical research and/or budget/proposal management experience preferred. 






Minimum Qualifications




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 process.


Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education. 




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 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.


Durham, North Carolina

As a world-class academic and health care system, Duke Health strives to transform medicine and health locally and globally through innovative scientific research, rapid translation of breakthrough discoveries, educating future clinical and scientific leaders, advocating and practicing evidence-based medicine to improve community health, and leading efforts to eliminate health inequalities.

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