Grant and Contract Administrator

North Carolina, United States
20 Sep 2018
End of advertisement period
20 Nov 2018
Contract Type
Full Time

Molecular Genetics and Microbiology

Job Description

This Grants and Contracts Administrator position will primarily be responsible for the post-award management of an assigned portfolio of complex grants and contracts. The number of PIs will vary based on the volume and complexity of their portfolios, and is currently comprised of 8 PIs. This position requires knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Some pre-award assistance may also be required. The successful candidate will be expected to have superior organizational, interpersonal, and grants management skills. Excellent attention to detail, ability to interact professionally with people at all levels, and prioritizing skills are a must. Ability to work in a shared office atmosphere.

Occ Summary

Performs primarily post-award activities, including training grants for Department with some pre-award activities as needed. Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published time tables and deadlines.  Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.

This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. Advise PI on budget adjustments and revisions necessary to meet the sponsor requirements. Monitor proposal status and advise PI on requirements and deadlines associated with research protection protocols. Develop project management plan for review by the PI or Supervisor/Business Manager.

 May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations. Manage budget, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel. Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA.

Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made. Identify the need for cost transfers from budget reconciliation; submit cost transfers. As requirements change, 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 the institutional documents retention guidelines. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit when interacting with other Departments and/or Institutions. Manage overdrafts in line with unit procedures and institution guidance. Ensure proper recording of revenue associated with all studies; apply revenue management standards. Closeout all funded projects consistent with University/Department process and timelines.

Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards. Submits reports to the Supervisor/Business Manager as needed/required. Is expected to act as a knowledge resource to others. 

Manage assigned projects. Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy. Advise the PI on administrative requirements in preparing proposal submissions. Prepare, coordinate and review certain proposal elements (biosketches and facilities & resources) for consistency, accuracy, and completeness. Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of the appropriate overhead rate for the project. Review sponsored projects through SPS to ORA to ensure compliance with University procedures and institutional signatures.

Performs other duties, and assists with Departmental activities, as needed/assigned.

Requisition Number 401451016
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 Employercommitted to providing employment opportunity without regard to anindividual's age, color, disability, gender, gender expression, genderidentity, 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 robustexchange of ideas—an exchange that is best when the rich diversity ofour perspectives, backgrounds, and experiences flourishes. To achievethis exchange, it is essential that all members of the community feelsecure and welcome, that the contributions of all individuals arerespected, and that all voices are heard. All members of our communityhave a responsibility to uphold these values.

Essential Physical Job Functions:Certain jobs at Duke University and Duke University Health System mayinclude essential job functions that require specific physical and/ormental abilities. Additional information and provision for requests forreasonable accommodation will be provided by each hiring department.


Work requires communications, analytical and organizational skillsgenerally 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 ResearchReporting, 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) isrequired.

Employees hired into this classification without RAA trainingwill work closely with their manager to schedule and complete thetraining within 12 months of start date. The expectation is that thestaff member will maintain the requirements for their level. Failing tomeet these requirements will be addressed through the performance reviewprocess.Upon successful completion of expected training, the employee mustmaintain certification(s) by completing continuing educationrequirements.


No experience required for candidates who possess a Bachelor's orMaster's degree in a field of study directly related to the specificposition.

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