Grants and Contracts Manager

School of MedicineEstablished in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked sixth among medical schools in the nation, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where interdisciplinary collaboration is embraced and great ideas accelerate translation of fundamental scientific discoveries to improve human health locally and around the globe. Composed of more than 2,600 faculty physicians and researchers, nearly 2,000 students, and more than 6,200 staff, the Duke University School of Medicine along with the Duke University School of Nursing, and Duke University Health System comprise Duke Health, a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Health Integrated Practice, Duke Primary Care, Duke Home Care and Hospice, Duke Health and Wellness, and multiple affiliations.Occupational SummaryThis position has the option to be 100% remote. Candidate s must reside in the following states: AZ, CA, CO, CT, FL, GA, HI, IL, MD, MA, MI, ME, MT, NH, NJ, NY, NC, OH, PA, SC, TN, TX, VA, Washington (State), Washington, DC.This position will be located within the School of Medicine Shared Research Administration Resource (RASR) Group and will play an active role in working with specifically identified departments to manage their portfolio of grants and contracts.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 PERFORMEDPre-award (30%)• 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.Post-award (40%)• 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 policiesManagement (30%)• Submits reports to the Divisional Administrator/Business Manager when requested• Recommend various personnel actions including, but not limited to, hiring, training performance appraisal, promotions, transfers and vacation schedules.• Supervisory Responsibilities: Supervise other grants and contracts positions and support personnel.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.Minimum QualificationsEducationWork 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.Certified Research Administrator preferred.ExperienceWork generally requires three (3) years of relevant grants and contracts experience.Duke 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 essentialjob 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.