Job Details

Overview

School of Medicine
Established in 1930, Duke University School of Medicine is the youngest of the nations top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. The Health System comprises Duke Health, a world-class academic medical center, including Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and related affiliations.

Are you a master of navigating complex grants and contracts?

Join a team where your expertise in compliance, regulations, and strategic oversight fuels groundbreaking research and innovation. In this pivotal role, you will manage a high-impact portfolio, applying your analytical skills and technical know-how to ensure success from start to finish.

Candidates must reside in the following states: AL, AZ, CA, CO, CT, DE, FL, GA, HI, IL, IN, IA, KY, LA, ME, MD, MA, MI, MT, NH, NJ, NY, NC, OH, OR, PA, SC, TN, TX, VA, WA, and Washington, DC.

Be You.

This position will be located within the School of Medicine Shared Research Administration Resource Group and will work with identified departments to manage their portfolio of grants and contracts.

Responsibilities

• Pre-award activities include support for clinical research, including trials, for PI-initiated and sponsor-initiated studies, across multiple clinical research programs.
• Ensure all applications and contracts meet sponsor/agency and university guidelines, adhering to internal and external deadlines.
• Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, and preparing adjustments and corrections to meet project goals and federal requirements.

You will effectively manage assigned projects and financial portfolios using independent judgment to impact compliance and successful completion of clinical research studies.

You will build and maintain close collaborative relationships with Principal Investigators, study personnel, and colleagues throughout Duke to effectively manage the financial activities of research studies.

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

Work Arrangement

Work Arrangement - Remote; Candidates must reside in one of the approved states for remote work.

Anticipated Pay Range

Duke University provides an annual base salary range for this position as USD $59,829.00 to USD $96,900.00. Factors considered when extending an offer include scope and responsibilities, candidate work experience, education/training, key skills, internal peer equity, market, and organizational considerations.

Benefits

Your total compensation goes beyond base pay. Duke provides comprehensive medical and dental care programs, retirement benefits, and family-friendly and cultural programs to eligible team members.

Learn more at:

DEPARTMENTAL PREFERENCES

Successful candidates will have previous clinical research administration experience and/or pre-award AND post-award administrative and financial experience. Research or grants education and/or certification is preferred. Industry Sponsor and/or University setting experience is strongly preferred.

MINIMUM QUALIFICATIONS

Education/Training - Work requires communication, analytical and organizational skills generally acquired through completion of a bachelors degree program.

Successful completion of multiple training programs within six months of hire is required (listed in original posting).

Experience - No experience required for candidates who possess a Bachelor's or Master's degree in a related field.

Skills

• Ability to analyze data and formulate conclusions.
• Ability to learn changing technologies related to grants and contracts management.
• Proficient with MS Office Suite (Word, Excel, Access, PowerPoint).
• Ability to communicate 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 research grant and/or contract activity.
• Knowledge of Duke University policies and procedures relating to grant and contracts activity.
• Knowledge of Duke University processes related to grant and contract submission and management.
• Understand and apply federal and university rules to management of effort allocation for individuals funded from federal awards.
• Understand costing rules and regulations for federally funded projects.
• Experience with/ability to use SPS, R3, Grants@Duke, and SES related to duties.
• Understand financial processes and controls including the reconciliation process.

Work Performed

Pre-award Job Responsibilities (80%)

• Develop budgets and budgets justification in collaboration with PI/Research Team, ensuring accuracy and compliance with study protocol.
• Arrange and participate in budget discussions.
• Prepare and submit grants and contracts through pre-award process, following Sponsor and Duke regulations, with submission to Sponsor.
• Submit contracts through the SPS system for approval and obtain sponsor signatures on final agreements.
• Advise faculty/PI on administrative requirements in proposal submissions.
• Assist faculty/PI with internal cost assessments and use of Clinical Research Management System if applicable.
• Obtain management approval on external and internal budgets before sending to sponsor.
• Prepare and review elements such as biosketches, justifications, and facilities & resources for consistency and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify financial information and overhead rates.
• Negotiate budgets and payment terms with approvals from PI and Grants & Contracts Manager.
• Review informed consent for consistency with budget and financial terms.
• Interpret contractual payment terms and prepare final contract and budget documents for invoicing.

Post-award Job Responsibilities

(10%)

• Understand terms and conditions of executed budgets and payment schedules to manage study finances.
• Manage patient reimbursement, charging appropriate study fund codes.
• Invoice, collect, deposit and record funds according to the budget and schedule; follow up to ensure timely payment.
• Manage overdrafts and transfer Clinical Research Unit fees to appropriate codes.
• Close-out studies in a timely manner per SOM policy and funding agency requirements; transfer residuals accordingly.
• Work with study team to manage effort and align funding sources with activity while maintaining compliance.
• Monitor proposal and contract status and advise on requirements and deadlines related to research protection protocols.
• Reconcile monthly budget reports and inform PI/supervisor of corrections.
• Monitor compliance with reporting regulations and retain financial records per policy.

Administrative Job Responsibilities

(10%)

• Produce reports and forecasts for study teams with detail for portfolio decisions.
• Develop project management plans for review by faculty/PI or senior grants administrator.
• Serve as primary liaison with sponsors, study personnel and PIs; communicate clearly and escalate issues as needed.
• Interpret departmental policies and procedures and advise on operating problems.
• Apply federal and university rules to manage effort for individuals funded from sponsored awards.
• Submit reports to Divisional Administrator/Business Manager when requested.

Tier Structure

Associate: Proficient as a grants and contracts administrator.

Advanced: Experienced and capable; 3 years of relevant experience required (2 years for internal staff with two Exceeds). Training: RAA required plus 2 electives; AGM within 12 months.

Lead: Mentoring responsibilities; 3 years of experience (2 years internal with two Exceeds). RAA and AGM required.

Senior: Subject matter expert; 6 years of experience (5 years with certain performance), CRA certification may reduce requirements. RAA and AGM required.

Notes

The intent of this job description is to describe duties and responsibilities and is not a complete list. Employees may be asked to perform other job-related tasks.

Equal Opportunity

Duke is an Equal Opportunity Employer committed to employment opportunity without regard to age, color, disability, gender, gender identity/expression, genetic information, national origin, race, religion, sex, pregnancy, sexual orientation, or military status.

Duke aspires to a diverse and inclusive community; all members are expected to uphold values of collaboration, innovation, and belonging.

Essential Physical Job Functions: Certain jobs may include essential physical/mental requirements; reasonable accommodation requests will be provided by each hiring department.