Research Administrator

North Carolina, United Sates
22 Nov 2018
End of advertisement period
22 Jan 2019
Contract Type
Full Time

Job Description

Occupational Summary

This position functions as a Billing & Reporting Administrator in a post award environment specializing in the financial management of grant/cooperative agreement projects funded to the Duke Human Vaccine Institute (DHVI). This position is responsible for timely and accurate invoicing and financial reporting functions within their assigned portfolio. The Billing & Reporting Administrator should independently compete their assigned workload activity on a monthly basis, along with the timely and accurate processing of sub recipient payments related to DHVI. The Billing &Reporting Administrator functions as an integral partner, working closely with all levels of research personnel within the DHVI, always in an effort to promote compliant, efficient and effective administration of research awards. This position is also an integral partner to the OSP billing section integrating as a functional backup of additional section responsibilities in financial award management.
Work Performed

  • Prepares routine/final invoices and financial reports based on the monthly workload assignments for the DHVI billing section (inclusive of all workload items),
  • Completes all assigned workload activities in a timely manner, with accuracy in accordance with OSP standards and sponsor requirements, 
  • Directly manages the compliant processing of all sub recipient payments related to the Duke Human Vaccine Institute (DHVI), while providing assistance and oversight in the sub agreement processes,
  • Works successfully in the management of Center for HIV/AIDS Vaccine Immunology (CHAVI) sub agreements via the CHAVI portal,
  • Assists with the VTEU monthly contractual invoice preparations, ensuring accuracy and timeliness in sponsor deliverables,
  • Reviews and approves purchases requested by DHVI through the Buy@Duke portal,
  • Maintains accurate/current ‘Departmental Reporting Requirements’ data in Duke’s financial system (SAP) for all codes within the assigned portfolio,
  • 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.,
  • Utilizes SAP management/reporting tools on a continual basis to review/analyze for completeness of billing & reporting records created; verifies/ensures accuracy of related data in the Closeout Notification System (CONS),
  • Provides timely, accurate and courteous assistance to all external and internal partners to DHVI in all phases of post award management (award set-up through financial closeout); responds with a professional and helpful tone (both in verbal and written communications),
  • Delivers the customer support standard of excellence through common understandings of research administration goals, proactive listening and proper professional responses, 
  • Provides the Associate Director with regular status updates on workload completion/at risk workload items,
  • Maintains complete and organized award files (hard copy and electronic data files) as the official records of the University,
  • Assists in ensuring compliance with policies set forth by the university and/or external agencies; participates on teams to establish/maintain procedures and guidelines for OSP operations,
  • Provides backup to the team in their administration of other awards made to the DHVI units,
  • Performs other assignments as requested by leadership



  • Solid understanding and application of applicable Federal and sponsor specific regulations/laws and guidance relating to extramural funding (e.g., Uniform Guidance – 2 CFR 200; 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 procedures 
  • Understanding and application of  basic internal control concepts, including adequacy and completeness in documentation during the daily management of sponsored awards 
  • Understanding of broad concepts related to many aspects of Federal financial research compliance and assist leadership in functionalizing those concepts into processes and strategies for meeting compliance expectations. Application of these fundamental post award management concepts will be applied to an  assigned portfolio


  • 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 analyze large amount of data, formulating conclusions and provide summary level reports as needed 


  • 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


  • Ability to learn and apply changing technologies related to research administration management 
  • Knowledge of research administration automated processes/systems 
  • Knowledge of processes and systems related to or involved in the management of cost-sharing, indirect costs, effort allocations and more 
  • Solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point)

Solid working knowledge of organizational financial systems (SAP or other similar systems) 

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Requisition Number: 401508338
Location: Durham 
Job Family Level: 81
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 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.

Auto req: ID106194BR