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.

 

Grants and Contracts Manager 

 

Occupational Summary

 

Work Performed

The Grants and Contracts Manager will coordinate the pre and post award research administration for the Department of Cell Biology and research administration services to other research teams, serving as an internal expert regarding proposal development and management. Analyze and allocate work responsibilities to ensure proper distribution of assignments and adequate staffing and resources for performance of duties within deadlines. Review work of research administration team for accuracy and compliance.

Manage large projects that span across multiple disciplines and faculty. Serve as the point person for team members on grants and contracts issues as well as questions related to university guidelines. Prepare, coordinate and review proposal elements for consistency, accuracy, and completeness. Provide guidance to PIs and researchers on compliance requirements of the IRB, IACUC, COI, IBC, Export Controls, and research related regulations including proposal submission and award set-up. Serve as the department compliance liaison.

Develop budgets and budget justifications which include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justification, including sub-recipient information secured from sub-agreements. Advise the PI, postdocs and graduate students on administrative requirements in preparing proposal submissions. Provide oversight and manage the subcontract process with ORA/ORS and collaborating organizations. Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate F&A and fringe benefit rates for the project.

Review sponsored projects through SPS to ORA/ORS and monitor grant applications through electronic portals to ensure compliance with University procedures and institutional signatures. Monitor proposal status and advise PI on requirements and deadlines associated with research protocols. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements to perform the proposed studies and identify areas of concern that need resolution.

Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel and research teams.

Review and approve cost-sharing requests and make adjustments to reflect appropriate labor distribution or related cost-sharing obligations. Monitor salary cap and effort requirements to ensure compliance with federal regulations and institutional policies.

Establish sub-recipient requirements and provide on-going proactive sub-recipient monitoring. Coordinate issuance of sub-agreements with ORA/ORS, monitoring timelines.

Provide oversight, controls, procedures and practices for the development and management of financial research portfolios, including internal and external research projects, discretionary funding, and operational support. Reconcile monthly budget reports, implement adjustments and inform PI and/or supervisor of corrections/adjustments consistent with regulatory and institutional standards. Develop, implement and monitor financial plans for complex projects and initiatives for review by faculty, staff and leadership. Prepare budget projections and analyses to assist PI and departmental management in financial grant management. Identify the need for cost transfers from budget reconciliation; submit/approve the cost transfers. As requirements change, prepare and submit requests for re- budgeting/modifying the funded project budget. Reconcile and close all sub-recipient budgets and obtain all sponsor-required reports.

Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process. Monitor and determine appropriate charging of specific expenses such as animal costs and patient care expenses to the fund codes.

Interpret departmental policies and internal control procedures, making decisions on specific operating problems that impact research and issuing instructions on behalf of the department.

Manage overdrafts in line with departmental procedures and institution guidance.

Ensure proper recording of revenue associated with all programs; apply revenue management standards.

Monitor compliance with agency and University regulations regarding reporting.

Maintain financial records per the institutional documents retention guidelines. Manage the closeout all funded projects consistent with university process and timelines.

Perform overall grants monitoring using tools available to monitor compliance with Duke Policies. Ensure financial management activities are in compliance with FAM and ICE.

Submits reports to the Business Manager and Chair when requested

Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation schedules.

 

Supervisory Responsibilities: Supervise the work of other research administrators and professional support staff, including the development of measurable performance goals consistent with the Portfolio Complexity Index (PCI) data.

 

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 expected. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training within a reasonable period of time (generally within 12 months). 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.

 

Skills: Advanced Grants Management training completed or in process Strong leadership skills and ability to take ownership of research administration activities and gain the confidence of faculty, staff, colleagues, etc. Demonstrated ability to analyze complex situations, identify and analyze problems, and develop options and recommendations for resolution. 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 create verbal and written reports. Ability to manage and prioritize multiple projects/tasks simultaneously. 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 n 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.

 

Minimum Qualifications

 

 

Education

Work requires communications, analytical and organizational skills requirements. 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 ResearchAdministration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education 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.

 

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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