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ASSOC DIR, RESEARCH ADMINISTRATION
Job Title: ASSOC DIR, RESEARCH ADMINISTRATION
Job Code: 2629
FLSA: E
Job Level: 83
Revised Date: 08/01/2021
Job Family: JF 28
Occupational Summary
Manage central department of grants and contracts personnel dedicated to pre-award and/or post award activities
Work Performed
Manage grants and contracts positions and support personnel for a large department with a complex portfolio of grants and contracts.
Oversee/supervise all pre-award and/or post-award research activities of a central unit's grants and contracts group.
Direct and coordinate staff, systems and procedures related to processing of sponsor supported grants, contracts and agreements; manage daily activities of the grants and contracts group; develop goals and objectives for the group.
Plan and schedule work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties.
Develop, clarify or redefine University/School of Medicine research policies; advise and ensure compliance with policies set forth by the University and external agencies.
Establish and maintain procedures and guidelines for grant administration to include the control of government furnished equipment and of invention and copyright agreements and the safeguard of classified materials and records.
Serve as liaison with administrative and professional personnel concerning University policies and procedures, Sponsor's terms and conditions, personnel administration, grant administration and budgetary preparation and control.
Provide final review and approval of 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.
Provide final review and approval for payment and management of sub- recipient awards.
Participate in internal or external audits of department grants/contracts by providing information and documentation as requested and take appropriate action following audit reviews.
Conducts the effort monitoring process for all faculty and staff in the department, including regular review of faculty effort.
Develop and lead workshops and training initiatives. Provide training to central unit staff and to department staff
Plan and schedule work for the group ensuring proper distribution of assignments and adequate staffing, space and facilities for subsequent performance of duties.
Determine fiscal requirements of department and formulate budgetary recommendations; monitor, verity, and reconcile expenditure of budgeted funds.
Initiate various personnel actions including hiring, performance appraisal, promotions, transfers, and vacation schedules.
Required Qualifications at this Level
Education/Training
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), Advanced Grants Management, and Research Administration Institute (RAI) training is required. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and complete all training (12 months for RAA and an additional 6 months for AGM). Successful completion of all expected training will be an annual performance goal until complete.
Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.
Certified Research Administrator (CRA) certification is preferred.
Experience
Work generally requires five years of relevant grants and contracts experience.
Skills
Leadership skills
Innovative problem solving skills
Ability to coach and develop employees
Ability to build employee commitment through frequent feedback and meaningful performance evaluations
Demonstrated skills in analyzing data and formulating conclusions
Ability to learn changing technologies related to grants and contracts management
Full command of grants and contracts systems; 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
Comprehensive knowledge of federal rules and regulations relating to grant and contract activity and ability to apply knowledge to Duke University policies and procedures
Knowledge of grant and contracts processes, systems and offices related to and/or involved in grant and contract submission and management
Knowledge of responsible conduct of research, management of advanced compliance issues
Knowledge of processes and systems related to or involved in the management of cost-sharing and effort allocation
Experience with functions in SPS, R3, grants.duke, SES, iForms and eCrt and other related systems associated with assigned duties
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 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.
