GRANTS AND CONTRACTS MANAGER

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GRANTS AND CONTRACTS MANAGER

Work Arrangement: Remote

Requisition Number: 231662

Regular or Temporary: Regular

Location:

Durham, NC, US, 27710

Personnel Area: MEDICAL CENTER

Date: Apr 28, 2023

School of Medicine Established 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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.

POSITION OVERVIEW

The Grants & Contracts Manager (GCM) is an important member of the research administrative management team in the Department of Medicine Office of Research. Reporting to the Associate Director, Research Administration and working closely with the broader departmental research administration team, Division Administrators and Division Chiefs, the GCM will oversee a team of post-award grants and contract administrators who process closeouts, CAS, overdraft, and other post-award compliance activities. The GCM should be familiar with a variety of funding sources and mechanisms and is expected to apply advanced grants and contracts concepts to high volume and high complexity transactions in a diverse portfolio across multiple Principal Investigators (PIs), programs and divisions. The GCM will guide and train others in the review of financial and administrative management requirements of research contracts and grants and/or transactions to ensure compliance with institutional and sponsor policies. Post-award financial management and reporting are critical functions of this position, as well as minimizing risk and assuring compliance.

POST-AWARD MANAGEMENT

Responsible for monitoring millions of dollars in expenditures, working with team leads, investigators, division administrators to interpret award terms, resolve financial compliance issues, and provide guidance on prior approval requests, develop queries and reports to monitor award status and project spending, as well as managing workload distribution of the team. Approves JVE and finance team reports.

Evaluate risk associated with various transactions, develop and monitor internal performance metrics to ensure high levels of service and accomplishment of objectives. Support DOM RA leadership with meeting LRA metrics on a quarterly basis for: Timeliness of Closeouts, Clean Closeouts, Reviewable G/L, CAS Activity, and Overspent.

Communicates and clarifies policies, procedures, and work flow with regard to departmental and institutional research administration and research financial operations.

Stays abreast of all relevant regulatory changes; monitors trends in departmental sponsored research and generates team reports.

MANAGEMENT AND SUPERVISION

Lead and supervise the Financial Management team on award management. functions (e.g., closeouts, CAS management, overdraft management, AIR monitoring, and operational issues and interpretation of governing regulations and requirements (including 0MB circulars, sponsor terms and conditions, and Duke policy).

Provides high-level customer service as part of a dynamic, responsive team.

Builds and develops an effective team – plans / delegates work effectively; communicates and monitors performance expectations; motivates direct reports.

Trains, mentors and makes recommendations for professional development to members of research administration team.

MANAGEMENT TEAM OBJECTIVES

Provide ongoing education and training for project closeouts, JVEs, CAS and overdraft report expectations to DOMRA members, which includes [email protected] initiatives, financial and effort management systems, accounting principles, and Duke/Federal/sponsor policies and procedures.

Represent DOM interests in meetings with university and DOM division stakeholders, accurately conveying appropriate policies, processes and procedures that will ensure compliant financial management. Make decisions and take action consistent with available facts, constraints and anticipated consequences.

Provides backup support, as needed, to Sr. GCM and direct reports, will support staff training and development and bring leadership and expertise to change management projects focused on streamlining and transforming team workflow and increasing team productivity.

Coaches individuals on standard operating procedures, departmental or university policies and processes and ensure that these policies are sensibly applied.

Lead, manage and complete special projects as assigned. Create and implement processes to ensure compliance with new and existing Federal regulations. Actively participate and provide recommendations related to new system implementations or enhancements to existing systems.

REQUIRED QUALIFICATIONS AT THIS LEVEL

EDUCATION / TRAINING

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program.

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.

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.

Certified Research Administrator (CRA) preferred.

EXPERIENCE

Work generally requires four years of relevant grants and contracts experience.

SKILLS

Substantial knowledge and experience working with pre-award and post-award financial management.

Thorough understanding of how to interpret regulations and guidelines from a wide variety of funding agencies and ability to manage the funding mechanism required by those agencies.

Must be able to function independently and have a clear understanding of accountability.

Must be resourceful and able to complete tasks in a timely manner.

Must understand the importance of team and be comfortable working as part of large matrixed business unit.

Manage and prioritize multiple projects/tasks simultaneously while maintaining accuracy required.

Demonstrated skills in analyzing data and formulating conclusions; full command of MS Excel.

Superb interpersonal, supervision and communication skills; ability to communicate both verbally and in writing with all levels of the organization.

Understand the management requirements of broadly represented aspects of Federal financial research compliance and to develop strategies for meeting compliance expectations within a dedicated unit and/or assigned portfolio.

Significant grasp on appropriate escalation when issues arise.

Ability to operationalize the development and maintenance of internal controls.

Understand and be able to manage complex effort scenarios resulting from multiple appointment types (PDC, VA, University).

Minimum Qualifications

Education

Work requires communications, analytical and organizational skills requirements, and a minimum of an associate'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 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. Certified Research Administrator preferred.

Experience

Work generally requires three years of relevant grants and contracts experience.

Minimum Qualifications Education

Work requires communications, analytical and organizational skills requirements. 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 theirmanager 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 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. Certified Research Administrator preferred.

Experience

Work generally requires three 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.

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