Research Administrator

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

Job Description 

Occupational Summary

Performs pre- and/or post-award activities for a central unit. Pre- award activities may include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations. They may also include award review and set-up to facilitate appropriate long-term management. Post-award activities include facilitating the progress of the sponsored project by safeguarding project funds and assisting with non-financial compliance issues.

Work Performed

Proposal Review and Approval (45%)

  • Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations.
  • Review proposal budgets for accuracy, correct rates, and allowability of items proposed. Suggest changes when issues are identified
  • Review the Duke Proposal Approval Form (DPAF) to ensure that non- central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.
  • Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.
  • Review the proposal to ensure the completed proposal package meets sponsor submission standards.

Award Review and Set-up (45%) 

  • Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project’s PI or designated administrator on issues related to the award.
  • Request and review revised budgets if needed.
  • Review award and project for compliance requirements.
  • Process awards in a timely manner; notify OSP of new awards and notify department administrators that an award has been received.
  • Act as a liaison between sponsors and investigators during a project to resolve issues.
  • Communicate with the project’s PI or designated administrator on award issues.
  • Establish appropriate fund code and subcode structure to ensure accurate reporting and assist in overall ease of award management

Miscellaneous Duties as Assigned (10%)

  • Keep up-to-date of changes involving internally and externally imposed policies and procedures
  • Act as a resource for any compliance questions/issues using existing knowledge, experience and available resources (e.g., sponsor regulations, University policies) for supporting and/or providing guidance within ORA and the SOM’s research community
  • Special projects/initiatives as identified by department leadership

Requisition Number




Duke Entity


Job Code


Job Family Level




Full Time / Part Time


Regular / Temporary




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 and/or certification 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) 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 Research Administration Academy (RAA) certification by completing continuing education requirements.


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.

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