Grants and Contracts Administrator

North Carolina, United States
31 Jan 2019
End of advertisement period
31 Mar 2019
Contract Type
Full Time

Position Summary

The Grants & Contracts Administrator (GCA) is responsible for performing pre-award and post-award financial activities for the Duke Cancer Institute’s (DCI) sponsor funded research.  Duties include managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Position Responsibilities       

Initiate and manage an ongoing, well-articulated conversation with the study team in order to translate the study protocol’s schedule into its financial equivalent, contemplating all effort and costs associated with Duke’s proper performance of the protocol.  Demonstrate an ability to make financial matters understandable to study and scientific staff, while also taking on the responsibility of ensuring that study/scientific expressions are understood in the context of financial management considerations. Complete an internal cost assessment (ICA), prior to developing and negotiating the external budget with funding source, in order to determine Duke’s costs to perform the study, and building external budgets based on that knowledge.  

Develop and appropriately price external budgets and payment terms consistent with Duke Policy and Standards (SOPs) established across the DCI’s disease groups.  Route any F&A questions to the Grants and Contracts Manager for review and further determination of waiver considerations. Develop thorough Start-Up budgets to adequately cover activity up to the point of contract execution.  Initiate and conduct assertive win-win negotiations with companies and provide rationale for pricing decisions based on the established standards for pricing.  Regularly attend team meetings and contribute to the team, applying newly learned information in your work. Work closely and effectively with the finance and study team to help facilitate a smooth transition (“handoff”) from pre-award to post-award management. Read and develop a full understanding of the terms and conditions of the executed budget and payment schedule in order to set-up and effectively maintain financial Trial Trackers. Create and submit invoices in a timely manner according to the executed study budget and payment schedule regarding study start-up, ongoing per patient revenue, and all other earned invoiceable payments. Proactively and assertively follow-up with our research sponsors to ensure that invoices are paid timely in accordance with the terms and conditions of our executed budget and payment terms. Apply revenue management standards by promptly invoicing, collecting and ensuring that funds are deposited and recorded to the appropriate fund code Monitor and determine appropriate charging of patient care expenses to the study fund codes Work closely with the study team to manage effort and make adjustments as needed to ensure that sources of salary support align with the effort of faculty and study staff, all while in compliance with funding agency policy. Work closely with the study team to manage the patient reimbursement process in a timely manner Ensure that the CRU Management Fee is consistently transferred on a monthly basis from study accounts to applicable research infrastructure codes (Hub accounts). Provide study teams with initial and interim financial projections based on estimated revenue determined by various input scenarios for enrollment, in order to assist investigators with decisions regarding ongoing financial feasibility. Comply with the funding agency’s reporting requirements (as applicable), and consistently provide study teams with ongoing reporting throughout the course of the study so that study teams are aware of funds available to support effort and other study related expenses going forward.  

At a minimum, internal reporting to study teams should be provided every other month in a consistent format acceptable to the study team, and should include enough detail for study team to make informed decisions about their portfolio of studies, including their research infrastructure account. Close-out studies in a timely manner in compliance with SOM policy and the requirements of the funding agency, as applicable.  Transfer any residuals to the team’s hub account in accordance with SOM policy. Manage overdrafts in line with unit procedures and institution guidance. Prepare and submit reports when requested.  And other work as assigned.

The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required.The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities. Employees may be directed to perform job-related tasks other than those specifically presented in this description.


Duke financial management experience or 1 to 3 years, or more, experience in the management of clinical research projects.

Tier Structure

Associate: Proficient as a grants and contracts administrator.
Advanced: Experienced, highly capable, and requires minimal oversight of work. Experience - 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). Training - RAA required in addition to 2 electives to prepare for AGM is required.  AGM must be completed within 12 months.
Senior: Subject matter expert.  May be responsible for mentoring and developing others.  Experience - 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews.  CRA certification can also reduce the years of experience requirement to 5 years).  Training - RAA and AGM required.  Expected to attend all the appropriate internal updates.

Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversee the work of others.  May or may not carry same responsibilities as a full supervisor. Experience - 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews).  Training - RAA and AGM required.  Expected to attend all the appropriate internal updates.

Location Durham


Job Family Level 81

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.


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 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 certification(s) 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.

Preferred Skills

Ability to analyze data and formulate conclusions. Ability to learn changing technologies related to grants and contracts management. Proficient use of computers; 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 manage and prioritize multiple projects/tasks simultaneously. activity Knowledge of Duke University policies and procedures relating to grant and contracts activity Ability to create verbal and written reports. Knowledge of federal rules and regulations relating to research grant and/or contract Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management. 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 apply costing rules and regulations to federally funded projects. Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties. Understand financial processes and controls including the reconciliation process