Grants and Contract Administrator - remote at Duke University in Durham, North Carolina

Job Description:

The Grants and Contracts Administrator performs pre-award and post-award activities for Thomas Lord Department of Mechanical Engineering & Materials Science. Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of grant and contract proposals. Ensure all applications meet agency and university guidelines and published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.

This position is responsible for managing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills.

Work Performed

• Manager assigned projects and financial project portfolios. Develop budgets and budget justification which include proofing the budget for inconsistencies and ensuring accuracy.


• 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.


• May 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 financial and reporting requirements; coordinate issuance of sub-agreements with ORA and ORS.


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


• Reconcile monthly budget reports and inform PI and/or supervisor of corrections/adjustments that have been made. Identify the need for cost transfers from budget reconciliation; submit cost transfers.


• As requirements change, prepare and submit requests for rebudgeting/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. Apply federal and university rules to management of effort allocation appropriately for individuals compensated whole or in part from federal awards


• Submits reports to the Business Manager/PI when requested

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.