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RESEARCH ADMINISTRATOR
Job Title: RESEARCH ADMINISTRATOR
Job Code: 2627
FLSA: E
Job Level: 81
Revised Date: 08/01/2021
Job Family: JF 28
Occupational Summary
Performs pre- and/or post-award activities for a central unit. Pre- award activities may include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations. They may also include award review and set-up to facilitate appropriate long-term management. Post-award activities include facilitating the progress of the sponsored project by safeguarding project funds and assisting with non-financial compliance issues.
Work Performed
Proposal Review and Approval
- Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations.
- Review proposal budgets for accuracy, correct rates, and allowability of items proposed. Suggest changes when issues are identified
- Review the Duke Proposal Approval Form (DPAF) to ensure that non- central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.
- Ensure proposed cost-sharing is required, approved and properly documented.
- Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.
- Communicate with the project's designated administrator on issues discovered in the review.
- Review the proposal to ensure the completed proposal package meets sponsor submission standards.
Award Review and Set-up
- Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project's PI or designated administrator on issues related to the award.
- Request and review revised budgets if needed
- Review award and project for compliance requirements
- Process awards in a timely manner; notify OSP of new awards and notify department administrators that an award has been received.
- Assist in the prepare subcontracts and negotiate terms with the subcontractors.
- Act as a liaison between sponsors and investigators during a project to resolve issues.
- Communicate with the project's PI or designated administrator on award issues.
- Establish appropriate fund code and subcode structure to ensure accurate assignment of F&A and assist in overall ease of award management
- Ensure that the correct activity attribute is designated so that accurate reporting can be done
- Ensure that fund codes are established within the proper series in order to assist in maximizing the University's overhead recovery and to support reporting
Financial and Administrative Management
- Prepare financial reports and billings for sponsored projects; monitor compliance with Sponsor's terms and conditions and University's policies and procedures; reconciles all financial information on Sponsor reports to University general ledger; review for compliance and cash flow issues, and resolve identified problems.
- Review award documentation to determine appropriate assignment of cost object and Master Data in accordance with the Sponsor's terms and conditions and University's policies and procedures.
- Identify destination of revenue received from Sponsors and determine appropriate General Ledger Account.
- Notify Department Administrators of new cost objects and determine if a new cost object is required.
- Notify Department Administrators of past due financial reporting deadlines.
- Maintain files of sponsored projects financial reports and close out packages including entering appropriate Master Data and Plan allocations.
- Review and approve post-award documentation regarding Purchase Requisitions and other University or Sponsor reports, as required.
- Review for accuracy indirect costs and fringe benefits charged to project when preparing financial reports.
- Assist Departmental Administrators and Principal Investigators with questions regarding the post-award administration of sponsored projects.
- Assist with special projects and perform other related duties incidental to the work described herein.
- Pay and assist in the management of subrecipient awards.
- Monitor effort reporting.
- Maintain files on each sponsored project adequate for inspection by internal and external auditors and serve as a liaison and negotiator with all auditors. This includes detailed records of invoices issued, cash received, and balances due by fund.
- Act as the primary contact point for external financial audits related to sponsored projects
- Render invoices, letter of credit draws, financial reports, billings, and property reports to granting agencies on a timely basis as required by regulation or contractual agreement in coordination with departments.
- Resolve payment problems with sponsors.
- Communicate with the project's assigned financial administrator on any financial issues related to a project
- Provide administrative oversight for ay proposed award changes to ensure appropriate level of approval is sought
- Act as a liaison between sponsors and investigators during a project to resolve issues
- Approve consultancies or outside service contracts
- Ensure timely financial closeout of sponsored projects per university and sponsor requirements.
- Assist with timely final technical patent reporting of sponsored projects per university and sponsor requirements
Monitoring and Compliance Oversight
- Monitor awarded/funded projects for compliance within the regulatory framework established for the University and its components
- Monitor awards made to subcontractors.
- Provide oversight regarding all financial compliance.
- Monitor financial transactions for certain categories of expenditures to ensure compliance with applicable regulations.
- Keep abreast of changes involving internally and externally imposed policies and procedures Responsible for interpreting policies regarding allowable costs.
- Assist with resolution of financial non-compliance.
- Investigate non-fraudulent financial compliance questions/issues using available resources such as sponsor regulations, University policies and procedures, and the network of informed individuals such as the PI, Departmental or Research Administrator, Business Manager, Chair or Dean.
Supervisory Responsibilities: May supervise grants and contracts assistants and support personnel. May be expected to provide training to other grants and contracts employees.
Required Qualifications at this Level
Education/Training
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.
Experience
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.
Skills
Ability and desire to complete RAA certification
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
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, 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
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.
Duke University is an 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, (including pregnancy and pregnancy related conditions), sexual orientation, or military 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.
