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Duke University - Grants and Contracts Administrator

  • 1.  Duke University - Grants and Contracts Administrator

    Posted 12-20-2021 17:11

    Apply here:


    School of Medicine:

     Are you interested in working with one of the best teams managing grants and contracts?  If the answer is yes, then apply for our open GCA position at Duke University's department of Psychiatry & Behavioral Sciences.  Our team is comprised of seasoned grants managers with decades of experience and we have strong support from leadership.  Our team takes pride in our excellent customer service and helping each other grow.  Most importantly, we know how to have fun! 


    Remote work is accepted from the following states:

    • California
    • Florida
    • Georgia
    • Maryland
    • New York
    • South Carolina
    • Tennessee
    • Texas
    • Virginia
    • Washington, DC


    Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe.


    Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.


    Occupational Summary

    Perform pre-award and post award activities for a unit (school, skills. department, division, institute, or center). 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 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

    -Manage assigned projects and financial project portfolios.

    -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 (bio sketches and facilities & resources) for consistency, accuracy, overlap 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.

    -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.

    -Develop project management plan for review by the PI or senior level grants administrator.

    -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 internal and external 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.

    -Monitor and determine appropriate charging of patient care expenses to the study fund codes.

    -Interpret departmental policies and procedures, providing input on specific operating problems.

    -Manage overdrafts in line with unit procedures and institution guidance.

    -Closeout all funded projects consistent with university process and timelines.

    -Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards.

    -Submit reports to department leadership, when requested.



    Knowledge, Skills and Abilities

    -Ability to analyze data and formulate conclusions.

    -Ability to learn changing technologies related to grants and contracts.

    -Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint).

    -Ability to communicate both verbally and in writing with all levels of the organization.

    -Ability to manage and prioritize multiple projects/tasks simultaneously.

    -Ability to create verbal and written reports.

    -Knowledge of federal rules and regulations relating to grants and contracts.

    -Knowledge of Duke University policies and procedures relating to grants and contracts.

    -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.


    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. Oversees 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.





    Minimum Qualifications


    Work requires communications, analytical and organizational skills requirements. generally acquired through completion of a bachelor's degree program. process. 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 Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education



    No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific position.


    Duke 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.

    Apply here:


    Tuyen Phan
    Director, Research Administration
    Duke University Medicine