Grants & Contracts Administrator
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule). Do NOT repeat the job title as a heading. Do NOT put Job ID / requisition numbers as headings — fold minor metadata into a short
or drop it. Preserve ALL substantive information; do NOT invent or summarize away detail. Remove cookie/navigation/legal/EEO/equal-opportunity/scam-warning boilerplate, duplicated lines, and application instructions. IMPORTANT: include a section ONLY when the posting has real, specific content for it — never emit a heading followed by filler/placeholder text (e.g. "commensurate with experience", "not specified", "N/A", "varies", "TBD") and never create Pay/Schedule/Benefits sections unless the posting actually states them. Prefer a few substantive sections over many thin ones. We need to decide which sections to include. The posting includes: - Intro about School of Medicine (maybe "About the role"? Actually it's about the organization, not role. Could be "About the role" but we have no explicit heading. Could treat as "About the role" or maybe "About Duke University School of Medicine". However instruction says use headings like About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. So we should map content to those headings if appropriate. We have: - Responsibilities: detailed pre-award, post-award, administrative responsibilities. - Requirements: includes Required Qualifications (Education/Training, Experience, Skills). Also includes "What You'll Bring" with Required Qualifications etc. - Qualifications: maybe same as Requirements? Could combine. - Skills: listed under Skills. - Benefits: mention of comprehensive and competitive medical and dental care programs, generous retirement benefits, wide array of family-friendly and cultural programs. Also mention of remote option (Be You. This position has the option to be 100% remote. Candidates must reside in one of the approved states for remote work...). That's more about work arrangement, maybe could be under Benefits or maybe under "About the role". But we have a Benefits section if posting actually states them. It does state benefits: "Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members." So we can include Benefits. - Pay: Anticipated Pay Range: $61,026.00 to $98,838.00. So we can include Pay. - Schedule: Not mentioned besides remote option; no schedule details. So we should not create Schedule section. We also have "Be You. This position has the option to be 100% remote. Candidates must reside in one of the approved states for remote work, which can be viewed here: https://remotework.duke.edu/policy/outside-nc/". That's about remote work eligibility; could be placed under Benefits or maybe under "About the role". Since we have Benefits, we could include remote work as part of Benefits? Might be better to include under "About the role" as a note about work arrangement. But we have no explicit heading for that; we could include a short paragraph under "About the role". However the instruction says include a section ONLY when posting has real, specific content for it. We have content for About the role? The intro about School of Medicine is more about the organization, not the role. Could we treat that as "About the role"? Might be stretching. Perhaps better to not include About the role section if we don't have a clear role summary. But we have responsibilities etc. The instruction says we can use headings like About the role, Responsibilities, etc. It doesn't mandate we must include About the role. So we can omit it if we lack specific content. However we have some description of the role in the first paragraph after "Be You." Actually "Be You. This position has the option to be 100% remote.... 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." That's a role summary. So we could put that under About the role. Thus sections: About the role, Responsibilities, Requirements (or Qualifications), Skills, Benefits, Pay. We need to avoid duplication. Let's extract content. About the role: Should include the description: "Be You. This position has the option to be 100% remote. Candidates must reside in one of the approved states for remote work, which can be viewed here: https://remotework.duke.edu/policy/outside-nc/ 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." We could also include the intro about School of Medicine? That's more about the organization; maybe not needed. But we could include a brief about Duke University School of Medicine as context. However instruction says preserve ALL substantive information; do NOT invent or summarize away detail. So we should keep the intro about School of Medicine? It's substantive but not about the role. Where to put? Could be part of About the role? Might be okay to include as a paragraph about the organization. But the heading "About the role" might be misleading if we include org description. However we could still include it; it's still substantive. The instruction didn't forbid mixing. But better to keep About the role focused on role. The intro about School of Medicine could be placed under a separate heading like "About Duke University School of Medicine" but not in allowed headings. Since we must only use those headings, we could either omit that intro or incorporate into About the role. I'd include it as a brief paragraph under About the role, as it's still relevant context. Responsibilities: We have pre-award (30%), post-award (50%), administrative (20%). We need to list duties as
- . Should we split into sub-sections? Not required; we can just list all responsibilities. But we could group. However we must preserve ALL substantive information; we can list each bullet. We need to extract each responsibility sentence. Pre-award Job Responsibilities (30%) list: - Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy. - Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. - Follow through to submission to Sponsor. - Advise the faculty/PI on administrative requirements in preparing proposal submissions. - Assist faculty/PI and study team with development of internal cost assessment and subsequent budget development and negotiation with sponsor including the use of the Clinical Research Management System, if applicable. - Prepare, coordinate and review proposal elements such as biosketches, justifications and facilities & resources for consistency, accuracy, and completeness. - Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project. - Review sponsored projects through Sponsored Projects System to Office of Research Administration to ensure compliance with University procedures and institutional signatures. - Participate, as necessary, in study initiation meetings to help facilitate internal cost assessment development and budget negotiations. Post-award Job Responsibilities (50%) list: - Manage assigned projects and financial project portfolios. - Ensure understanding of the current fiscal performance of studies and identify areas of concern that need resolution. - Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements. - Monitor proposal status and advise faculty/PI on requirements and deadlines associated with research protection protocols. - 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. - Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made. - Identify and submit the cost transfers resulting from budget reconciliation. - As requirements change, prepare and submit requests for re- budgeting/modifying the funded project. - Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports. - Monitor compliance with agency and University regulations regarding reporting. - Maintain financial records per the institutional documents retention guidelines. - Monitor and determine appropriate charging of patient care expenses to the study cost object(s). - Manage overdrafts in line with unit procedures and institution guidelines. - Ensure proper recording of revenue associated with all projects; applying revenue management standards. - Close all funded projects consistent with university processes and timelines. Administrative Job Responsibilities (20%) list: - Develop project management plan for review by the faculty/PI or senior level grants administrator. - May make cost-sharing adjustments to reflect appropriate labor distribution or related cost-sharing obligations. - Ensure process (SOP) is in place within the unit for proper handling and tracking of Sponsor payments into the project cost object. This process must be handled in accordance with the institution’s current policy. - 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 Grants and Contracts Manager/Divisional Administrator/Business Manager when requested. We need to ensure we don't duplicate lines. Also note there is a line "Choose Duke." and then some boilerplate about job description intent etc. That's boilerplate; we should remove. Also there is "Equal Opportunity Employer" etc; remove. Also there is "Essential Physical Job Functions Certain jobs at Duke Uni" truncated; remove. Now Requirements/Qualifications: The posting has "What You'll Bring. Required Qualifications at this Level Education/Training ..." plus "Experience", "Skills". Also there is a "Tier Structure" section with details about Associate, Advanced, Senior, Lead. That's also part of qualifications/experience expectations. We need to preserve ALL substantive information. So we need to include that tier structure details. We could have a section "Requirements" that includes Education/Training, Experience, Skills, and Tier Structure. Or we could separate Qualifications and Skills. But we have allowed headings: Requirements, Qualifications, Skills. We could put Education/Training and Experience under Requirements, Skills under Skills, and Tier Structure maybe under Qualifications? Or we could combine Requirements and Qualifications. But we must not create empty sections. Let's decide: - Requirements: Education/Training and Experience (including tier structure details). Could be long. - Qualifications: maybe we could put the "Required Qualifications at this Level" heading content (Education/Training, Experience, Skills) but we already have Skills separate. Hmm. Better to follow typical pattern: Requirements (Education/Training, Experience), Qualifications (maybe certifications/training), Skills (skills list). However the posting lumps Education/Training, Experience, Skills under "What You'll Bring. Required Qualifications at this Level". Then after Skills, there is "Tier Structure". That seems like additional qualification levels. We could treat: - Requirements: Education/Training and Experience (including the tier structure details). Because tier structure defines experience/training expectations for levels. - Qualifications: maybe the required trainings list (Financial Services Introduction to R3, etc.) and the expectation to complete RAA, AGM, etc. That's more like qualifications/training. - Skills: the bullet list of abilities. Let's extract: 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. Experience: - 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. But also there is tier structure details that specify experience requirements for each level (Associate, Advanced, Senior, Lead). That's substantive. We should include all that. Also there is "Successful completion of Financial Services Introduction to R3, Introduction to Duke GL,