Clinical Grants And Contracts Administrator

Duke University Durham , NC 27701

Posted 1 month ago

School of Medicine:

Established in 1930, Duke University School of Medicine is the youngest of the nation's top medical schools. Ranked tenth among its peers, the School takes pride in being an inclusive community of outstanding learners, investigators, clinicians, and staff where traditional barriers are low, interdisciplinary collaboration is embraced, and great ideas accelerate translation of fundamental scientific discoveries to improve humanhealth locally and around the globe.

Comprised of 2,400 faculty physicians and researchers, the Duke University School of Medicine along with the Duke University School of Nursing and Duke University Health System create Duke Health. Duke Health is a world-class health care network. Founded in 1998 to provide efficient, responsive care, the health system offers a full network of health services and encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Private Diagnostic Clinic, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

Occupational Summary

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.

  • Pre-award activities include support for clinical research, including trials, for PI initiated and Sponsor initiated studies, for multiple clinical research programs.

  • Ensure all applications and contracts meet sponsor/agency and university guidelines adhering to the necessary internal and external deadlines.

  • 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.

  • You will effectively manage assigned projects and financial project portfolios using independent judgment and discretion to make decisions that impact the compliance and successful completion of the clinical research studies.

  • You will build and maintain close collaborative working relationships with the Principal Investigators (Pls), key study personnel and colleagues throughout Duke to effectively manage the financial activities of research studies.

  • This position is responsible for managing and overseeing 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

Pre-award Job Responsibilities (30%)

  • Develop budgets and budget justification in collaboration with PI/Research Team which include proofing the budget for inconsistencies, ensuring accuracy and compliance with study protocol.

  • Arrange and participate in budget discussions.

  • Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. Follow through to submission to Sponsor.

  • Submit contracts through the SPS system for approval. Ensure receipt of sponsor signatures on final agreement.

  • Advise the faculty/PI on administrative requirements in preparing proposal submissions.

  • Assist faculty/PI and study team with development of internal cost assessment including the use/implementation of the Clinical Research Management System, if applicable.

  • Obtain management approval on external and internal budgets before sending to the sponsor for review.

  • If required prepare, coordinate and review proposal elements such as bio sketches, 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.

  • Negotiate budget and payment terms with the approval from the Principal Investigator, research team and Grants and Contracts Manager.

  • Review informed consent to ensure it is consistent with the budget and financial terms outlined in the agreement.

  • Interpret contractual payment terms and prepare final contract and associated budget and documents for initial invoice.

Post-award Job Responsibilities (50%)

  • Read and develop a full understanding of the terms and conditions of the executed budget and payment schedule in order to set-up and effectively manage study finances.

  • Manage the patient reimbursement process in a timely manner. Monitor and determine appropriate charging of patient care expenses to the study fund codes.

  • Promptly invoice, collect, deposit and record funds to the appropriate fund code according to the executed study budget and payment schedule for study start-up, ongoing per patient revenue, and all other earned invoice able payments. Follow up as needed to ensure invoices are paid promptly.

  • Manage overdrafts.

  • Ensure that the Clinical Research Unit (CRU) Management Fee is transferred from study revenue to the applicable research infrastructure codes

  • Close-out studies in a timely manner in compliance with School of Medicine (SOM) policy and the requirements of the funding agency, as applicable. 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 proposal and contract status and advise faculty/PI on requirements and deadlines associated with research protection protocols.

  • Reconcile monthly budget reports and inform faculty/PI and/or supervisor of potential corrections/adjustments that have been made.

  • Monitor compliance with agency and University regulations regarding reporting.

  • Maintain financial records per the institutional documents retention guidelines.


Administrative Job Responsibilities (20%)

  • 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.

  • Develop project management plan for review by the faculty/PI or senior level grants administrator.

  • 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

Preferred Skills

  • Ability to analyze data and formulate conclusions.

  • Ability to learn changing technologies related to grants and contracts management.

  • Proficient use of computers; 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.

  • Knowledge of federal rules and regulations relating to research grant and/or contract activity

  • Knowledge of Duke University policies and procedures relating to grant and contracts activity

  • Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management.

  • Understand and be able to apply federal and university rules to management of effort allocation for individuals compensated whole or in part from federal awards.

  • Understand and be able to apply costing rules and regulations to federally funded projects.

  • Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties.

  • Understand financial processes and controls including the reconciliation process

Tier Structure

  • Associate: Proficient as a grants and contracts administrator.

  • Advanced: Experienced, highly capable, and requires minimal oversight of work. Experience

  • 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). Training

  • RAA required in addition to 2 electives to prepare for AGM is required. AGM must be completed within 12 months.

  • Senior: Subject matter expert. May be responsible for mentoring and developing others. Experience
  • 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews. CRA certification can also reduce the years of experience requirement to 5 years). Training

  • RAA and AGM required. Expected to attend all the appropriate internal updates.

  • Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversees work of others. May or may not carry same responsibilities as a full supervisor. Experience
  • 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). Training

  • RAA and AGM required. Expected to attend all the appropriate internal updates.

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills requirements. generally acquired through completion of a bachelor's degree program. process. Research or grants education and/or certification is preferred. Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) is required. 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 Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education

Experience

No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific

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 ideasan 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.

Nearest Major Market: Durham

Nearest Secondary Market: Raleigh


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Clinical Grants And Contracts Administrator

Duke University