Grants and Contracts Administrator - Clinical Research Administration Finance Pre-Award - Hybrid

About the role

This position will be located within the School of Medicine Shared Research Administration Resource Group and will play an active role in working with specifically identified departments to manage their portfolio of grants and contracts.

Responsibilities

• Work with a team to manage grants, contracts, and financial activities that support clinical research studies.
• Ensure all applications and contracts meet sponsor/agency and university guidelines adhering to the necessary internal and external deadlines.
• Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. Follow through to submission to Sponsor.
• Obtain management approval on external and internal budgets before sending to the sponsor for review.
• Advise the faculty/PI on administrative requirements in preparing proposal submissions.
• Manage the patient reimbursement process in a timely manner.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of potential corrections/adjustments that have been made.
• Monitor proposal and contract status and advise faculty/PI on requirements and deadlines associated with research protection protocols.
• Transfer any residuals in accordance with Departmental and School of Medicine (SOM) policy.
• Work closely with the study team to manage effort and make adjustments as needed to ensure that funding sources are properly aligned with the effort of faculty and study staff, while maintaining compliance with funding agencies policies.
• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional documents’ retention guidelines.
• Produce reports and fiscal forecasts for the study team regularly during the study with enough detail for study teams to make informed decisions about their research portfolio, Hub accounts and funds available to support effort and other expenses.
• Serve as primary liaison with sponsors, study personnel and PIs. Collaborate, and communicate with other study personnel as required.
• Communicate concerns clearly in a professional manner. Respond timely to emails, phone calls and questions.
• Refer more complex questions and escalate issues to others as appropriate.
• Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit.
• Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
• Submit reports to the Divisional Administrator/Business Manager/Leadership when requested.

Qualifications

• 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.
• Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts within first six months of hire is required.
• Successful completion of the Research Administration Academy (RAA) is expected. 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.