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Job Code: 2647
Job Level: 81
Revised Date: 08/01/2021
Job Family: JF 28

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Occupational Summary

Performs pre-award and/or post award activities for a unit (school, 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 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

- Manager 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 (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/ORS 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 associated with research protection protocols.

- 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 department personnel.

- Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.

- Review and evaluate the Site Based Research charge assignment grids based on the schedule of events and protocol for the study.

- 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.

- Ensure process (SOP) is in place within the unit for proper handling of sponsor checks for deposit and recording in the appropriate fund codes. This must be handled in accordance with the institutions check handling process.

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

- Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.

- 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 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 Divisional Administrator/Business Manager when requested

Supervisory Responsibilities: May supervise grants and contracts assistants and support personnel.

Required Qualifications at this Level


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.

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 process.

Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.


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.


- 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

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.

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.