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Job Code: 2648
Job Level: 82
Revised Date: 05/01/2016
Job Family: JF 28

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Occupational Summary

Coordinate and/or perform pre-award and/or post-award activities for a unit (school, department, division, institute, or center) that has a large, complex, and/or diverse portfolio of grants and contracts. Pre- award activities include broad duties in preparation and submission of grant and contract proposals. Ensures all applications meet agency and university guidelines and published time tables and deadlines. Ensures proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budget, including determination of allocability and allowability of charges; preparing and analyzing budget reports, and developing budget projections; adjusting and correcting assigned project budgets to meet project goals and federal requirements, providing assistance and oversight to effort management of specified project portfolio.

This position is responsible for a specified highly complex grants and contracts portfolio using discretion and independent judgment to make decisions that impact the compliance and successful completion of grant and contract objectives. This position is expected to manage a mid- sized unit (school, department, division, institute, or center) with a well defined grant and contract portfolio. This position functions as a manager and/or facilitator of large projects, such as grants and contracts that span across multiple disciplines and faculty.

Work Performed

- Coordinate work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties.

- Manage large projects that span across multiple disciplines and faculty.

- Serves as the point person for team members on grants and contracts issues as well as questions related to university guidelines.

- Provide guidance to the PI on the requirements of the IRB, IACUC, COI, IBC, and research related regulations including proposal submission and award set-up. Consult with department compliance liaison as necessary.

- Review proposal submissions for compliance with export controls.

- Manage the subcontract process with ORA/ORS and collaborating organizations.

- Develop budgets and budget justifications which include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justification which includes sub-recipient information secured from sub-agreements.

- 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.

- 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 requirements and provide on-going sub- recipient monitoring. Coordinate issuance of sub-agreements with ORA/ORS.

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

- Establish and implement project management plans for complex projects.

- Reconcile monthly budget reports, implement adjustments and inform PI and/or supervisor of corrections/adjustments that have been made.

- Prepare budget projects and analysis to assist PI in financial grant management

- Identify the need for cost transfers from budget reconciliation; submit/approve the 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.

- Perform overall grants monitoring using tools available to monitor compliance with Duke policies

- Submits reports to the Divisional Administrator/Business Manager when requested

- Recommend various personnel actions including, but not limited to, hiring, performance appraisal, promotions, transfers and vacation schedules.

Supervisory Responsibilities: Supervise other grants and contracts positions 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 the Research Administration Academy (RAA) and Advanced Grants Management is required. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete.

Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing continuing education requirements.

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.

Certified Research Administrator preferred.


Work generally requires three years of relevant grants and contracts experience.


- Ability and desire to complete Advanced Grants Management training (in most circumstances an employee will be expected to hold a RAA certification before moving into this classification).

- 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.

- Understand and apply knowledge of national compliance issues to circumstances at Duke University

- Understanding of asset management for funded projects as applied to Duke University policies and practices. Able to direct others n asset management and to review, troubleshoot and approve asset management

- Understand and apply basic concepts of Export controls as these relate to proposal submission and award management

- Understand and be able to apply federal rules to contract negotiations and management

- Understand and be able to apply budget management to contracts

- Understand and be able to assist others in understanding contract terminology

- Understand and be able to comply with Duke University requirements for managing Federal contracts

- Understand and be able to assist others in understanding the basic Federal and Duke University rules, regulations and requirements of IRB, IACUC, COI, IBC and Misconduct Science.

- Able to clearly communicate when interacting with faculty to inform of obligations in meeting these requirements and when faculty is not complying with policies.

- Able to escalate issues to higher levels when unable to get cooperation from others

- Able to establish and maintain systems to ensure timely compliance with RCR requirements

- Understand and be able to operationalize the development and maintenance of internal controls within a Duke University unit.

- Able to understand and apply basic internal control concepts to daily management of Federal awards.

- Understand and be able to translate concepts to actual practice at Duke University.

- Understand and apply the basic concepts of clinical research in the Duke University compliance environment

- 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 manage complex effort scenarios resulting from multiple appointment types (PDC, VA, University).

- Understand the management requirements of broadly represented aspects of Federal financial research compliance and to develop strategies for meeting compliance expectations within a dedicated unit and/or assigned portfolio.

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.