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SENIOR GRANTS AND CONTRACTS MANAGER
Job Title: SENIOR GRANTS AND CONTRACTS MANAGER
Job Code: 2649
FLSA: E
Job Level: 83
Revised Date: 08/01/2021
Job Family: JF 28
Occupational Summary
Manage a department of grants and contracts personnel dedicated to pre- award and/or post award activities for a large and diverse portfolio of grants and contracts. Oversees budget proposals and the monitoring of the resulting awards received for academic and research projects and programs. Interprets regulations and guidelines of multiple programs funding with complex and broad guidelines for spending. Develops, negotiates and maintains subcontracts under prime contract. May submit electronic proposals and assists with problems.
This position is expected to manage a large grants and contracts unit (school, department, division, institute, or center with highly complex grants and contracts portfolios.
Work Performed
- Direct and coordinate staff, systems and procedures related to processing of sponsor supported contracts and agreements; manage daily activities of the grants and contracts group; develops goals and objectives for the unit.
- Plan and schedule work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties.
- Oversees all pre-award and post award research activities. Oversees the post- award review of all extramural funding including government and non government grants, foundation awards and contracts on behalf of the departments and its functional groups to assure institutional and sponsor compliance, budgetary appropriateness, and compliance of grant and contract awards to applicable governmental guidelines. Submits fiscal reports as required. Manages requests to re-budget when necessary.
- Participate in internal or external audits of department grants/contracts by providing information and documentation as requested and take appropriate action following audit reviews.
- Provide relevant information regarding background and/or processes that will be useful in the conduct of the audit. Interfaces with Principal Investigators, Business Manager, Central Grants Administration, and/or granting agencies regarding contract interpretation and Sponsored Programs policies; assist with contract negotiations and redistribution of grant funds.
- Establishes and maintains 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.
- Supervises the day to day grants management, including: Reconciliation and analysis of monthly financial statements for the various Principal Investigators, monthly reporting, and submits reports to the Business Manager and Director of Central Grants Administration. Maintains communication with these Directors to report and address any grant- related administrative or compliance issue in a timely manner. Ensures all cost transfers are prepared with appropriate backup documentation.
- Conducts the effort monitoring process for all faculty and staff in the department, including regular review of faculty effort.
- Develops, conducts and administers in-house and external compliance training initiatives including staff training, faculty training, with approval from Central Grants Administration. (RCC training is provided by Financial Services Compliance office)
- Initiates various personnel actions including hiring, performance appraisal, promotions, transfers, and vacation schedules.
Supervisory Responsibilities: Manage grants and contracts positions and support personnel for a large department with a complex portfolio of grants and contracts.
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.
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 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 successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification, Advanced Grants Management (AGM), Research Administration Institute (RAI) 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.
