Grants and Contracts Specialist

1 week ago

Durham, North Carolina, United States Duke University Full time
About the Role

Duke University, a world-renowned research institution, seeks a highly skilled Grants and Contracts Specialist to join its team. As a key member of the department, you will play a critical role in supporting the development, submission, and management of grants and contracts.

Job Summary

The Grants and Contracts Specialist will be responsible for performing pre-award and post-award activities for the department. This includes working with faculty and principal investigators to develop, prepare, and submit grant and contract proposals. You will also be responsible for ensuring that all applications meet sponsoring agency and university policies, guidelines, and deadlines.

Key Responsibilities
  • Develop budgets and budget justifications, ensuring accuracy and consistency
  • Advise principal investigators on administrative requirements for proposal submissions
  • Prepare, coordinate, and review proposal elements, including biosketches, facilities and resources, and current and pending support
  • Monitor compliance with sponsoring agency and university regulations regarding submission and financial information
  • Review sponsored projects to ensure compliance with university procedures and institutional signatures
  • Ensure understanding of current fiscal performance of studies and identify areas of concern
  • Advise principal investigators on budget adjustments and revisions necessary to meet sponsor requirements
  • Monitor proposal status and advise principal investigators on requirements and deadlines associated with research protection protocols
  • Develop project management plans for review by principal investigators or senior-level grants administrators
  • Manage budget, reporting, and compliance timelines through the lifecycle of the grant or contract
  • Establish sub-recipient financial and reporting requirements, and coordinate issuance of sub-agreements with ORA and ORS
  • Review and evaluate site-based research charge assignment grids based on the schedule of events and protocol for the study
  • Reconcile monthly budget reports and inform principal investigators and/or supervisors of corrections/adjustments made
  • Identify the need for cost transfers from budget reconciliation and submit cost transfers
  • 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
  • Monitor compliance with agency and university regulations regarding reporting
  • Maintain financial records per institutional documents retention guidelines
  • Ensure proper recording of revenue associated with all studies, applying revenue management standards
  • Closing all funded projects consistent with university process and timelines
Requirements
  • Bachelor's degree in a field of study directly related to the specific job duties
  • No experience required for candidates who possess a Bachelor's degree in a field of study directly related to the specific job duties
  • 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 the first six months of hire
  • 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
  • Ability to analyze data and formulate conclusions
  • Ability to learn changing technologies related to grants and contracts management
  • Proficient use of computers, requiring solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint)
  • 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
Preferred Qualifications
  • Duke experience preferred
  • Research or grants education and/or certification is preferred
Tier Structure
  • Associate: Proficient as a grants and contracts administrator
  • Advanced: Experienced, highly capable, and requires minimal oversight of work
  • Senior: Subject matter expert, may be responsible for mentoring and developing others
  • Lead: Advanced tier competencies, as well as responsibilities for mentoring and developing staff, overseeing work of others
About Duke University

Duke University is an Equal Opportunity Employer

Duke University is committed to creating 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.

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