Research Administration Manager

North Carolina, United States
16 Oct 2018
End of advertisement period
16 Dec 2018
Contract Type
Full Time

Sponsored Programs

Job Description

Occupational Summary

This position will function as a customer support liaison, serving as a primary point of contact for post-award research administration issues for schools and departments across Duke University.Liaisons not only work directly with school and departmental administrators, but also with management center leadership, faculty, and colleagues within several other central administrative units in efforts to promote efficient and effective administration of research programs. Liaisons also work with external granting agencies, as needed, to ensure optimal research administration outcomes.

Work Performed

  • Provides timely, accurate and courteous assistance to all external and internal partners to resolve outstanding issues related to the team’s activities and portfolio assignments.
  • Delivers the customer support standard of excellence through common understandings of research administration goals, proactive listening and proper professional responses.
  • Performs select sponsored programs actions as required, including but not limited to:preparation and/or processing of invoices, financial reports,relinquishing statements, equipment screening forms, etc.
  • Responds to inquiries from sponsors, including but not limited to questions invoicing or reporting issues.
  • Assists with ‘clean-up’ for reportable codes that have ended, working with customers to resolve close-out documentation issues, overdrafts, outstanding cost accounting standards matters, cost sharing commitments, salary cap calculations, etc.
  • Assists customers in identifying training opportunities for themselves or staff,coordinating and/or providing the training as appropriate.
  • Develops, clarifies or redefines university research administration procedures;ensures compliance with policies set forth by the university and/or external agencies; participates on teams to establish/maintain procedures and guidelines for research administration and provides feedback to OSP leadership regarding needed improvements or revisions to these guiding documents
  • Keeps abreast of changes involving internally and externally sanctioned policies and procedures and ensures that sponsored projects are administered in accordance with such policies.
  • Interprets policies regarding allowable, allocable, reasonable and consistent costing practices.
  • Works to resolve instances of discovered financial non-compliance.
  • Investigates non-fraudulent financial compliance questions/issues using available resources such as sponsor regulations, Duke University policies and procedures, and a network of informed individuals such as the PI, Departmental or Research Administrator, Business Manager,Chair or Dean.
  • Participates in internal or external audits of department grants/contracts by providing information and documentation as requested and take appropriate action following audit reviews.
  • Performs other assignments as requested by office leadership.


  • Five years of relevant research administration experience.
  • Knowledge
    • Solid understanding and application of applicable Federal and sponsor specific regulations/laws and guidance relating to extramural funding (e.g.,Uniform Guidance – 2 CFR200; Federal Demonstration Partnership; Department of Health and Human Services; National Science Foundation; Department of Defense, Department of Education and more).
    • Ability to interpret and apply post award guidance from Duke University policies and procedure so Understanding and application of basic internal control concepts,including adequacy and completeness in documentation during the daily management of sponsored award.
    • High level understanding of conflict of interest, responsible conduct of research and advanced compliance issues.
  • Communication
    • Ability to communicate effectively both verbally and in writing with all levels of the organization
    • Understand when to escalate issues to leadership, when necessary
    • Ability to recognize and reach out to partnering offices within the larger Duke organization to problem solve and collaborate on research administration matters.
  • Analytical
    • Ability to analyze large amount of data, formulating conclusions and provide summary level reports as needed• Organizational o Ability to manage and prioritize multiple projects/tasks simultaneously
    • Ability to work as a team member and individually, depending upon the tasks or goals at hand
  • Team player
    • Willingness to be a team leader or collaborator utilizing appropriate time/resource management having a high regard of personal responsibility with respect for confidentiality.
  • Systems
    • Ability to learn and apply changing technologies related to research administration management
    • Knowledge of research administration automated processes/systems 
    • Solid working knowledge of MS Office Suite (Word, Access, Excel,Power Point)o Solid working knowledge of organizational financial systems (SAP or other similar systems)

Requisition Number 401493150
Location Durham
Job Family Level 82
Exempt/Non-Exempt Exempt
Full Time / Part Time FULL TIME
Regular / Temporary Regular
Shift First/Day

Minimum Qualifications

Duke University 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 essential job 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.


Education: Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Research or grants education is preferred. Training: Successful completion of required department training such as GC101& 201 Introduction to Research, 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) and Advanced Grants Management and eCrt 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 for RAA and an additional 6 months for AGM).

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. Certified Research Administrator preferred


Work generally requires three years of relevant grants and contracts experience.

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