Duke University and Duke University Health System require all students, faculty and staff to receive the COVID-19 and influenza vaccines. After you have officially accepted a position at Duke, you may request a religious or medical accommodation.SENIOR GRANTS AND CONTRACTS MANAGER
Requisition Number: 231872
Regular or Temporary: Regular
Durham, NC, US, 27710
Personnel Area: MEDICAL CENTER
Date: May 2, 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.
This position has the option to be 100% remote. Candidates must reside in the following states: CA, FL, NY, GA, MD, SC, TN, TX, VA, Washington DC, PA, NJ, MA, IL, MT, HI, CO, AZ.
Manage grants and contracts personnel within the Research Administration Support Resource (RASR) group dedicated to assisting with pre- and/or post- award activities for sponsored research activities in departments with a large and diverse portfolio of grants and contracts. Oversee budget proposals and the monitoring of the resulting awards received for academic and research projects and programs. Support sponsored research activities including planning, analyses, and implementation of strategies to facilitate initiatives in negotiation and execution of research agreements by the applicable Duke offices. Interpret regulations and guidelines of multiple programs funding with complex and broad guidelines for spending. Develop, negotiate and maintain subcontracts under prime contracts. May submit electronic proposals and assists with problems.
Portfolio Management (50%)
- Directs and coordinates staff, systems and procedures related to processing of sponsor-supported contracts and agreements; manage daily activities of the grants and contracts group; develops goals and objectives for the unit.
- Plans and schedules work for the group ensuring proper distribution of assignments and adequate manning, space and facilities for subsequent performance of duties.
- Oversees pre-award and post award sponsored research activities for units with highly complex grants and contracts portfolios. Oversees the post- award review of extramural funding including government and non-government grants, foundation awards and contracts on behalf of the departments and its functional groups to assure institutional and sponsor compliance, budgetary appropriateness, and compliance of grant and contract awards to applicable governmental or other sponsor guidelines. Submits fiscal reports as required. Manages requests to re-budget when necessary.
-Works with RASR Managers to establish workload review for RASR staff members, making recommendations of changes as needed.
- Facilitates contract communications, negotiations and interactions among various parties, in collaboration with the department(s) and OCRC/ORA.
Develops new proposal processes, tools or activities, as appropriate, and mentors study team members on those activities.
Analyzes data to identify trends and measure performance, both positive and negative.
Evaluates effectiveness of improvement strategy through sustained monitoring of performance.
Process Management (25%)
- In conjunction with RASR leadership team, contributes to the establishment of performance improvement priorities for departments and for the organization as a whole. Develops and implements strategies for enhancing research administration performance at Duke.
- Make recommendations for standard operating procedures and expectations for the RASR group.
- Evaluate and identify organizational structures that will provide increased efficiencies within RASR.
- Provide valuable feedback on Duke wide initiatives by participating in training, workgroups, and committees.
Administrative Management (25%)
- Participates in internal or external audits of department grants/contracts by providing information and documentation as requested and take appropriate action following audit reviews.
- Provides relevant information regarding background and/or processes that will be useful in the conduct of the audit, as necessary, based on work within department. - - Interfaces with Principal Investigators, Business Manager, Central Grants Administration, and/or granting agencies regarding contract interpretation and Sponsored Programs policies; assist with budget and contract negotiations and redistribution of grant funds.
- Establishes and maintains procedures and guidelines for grant administration to include the control of government furnished equipment and of invention and copyright agreements and the safeguard of classified materials and records.
- Supervises the day to day grants management, including: Reconciliation and analysis of monthly financial statements for the various Principal Investigators, monthly reporting, and submits reports to the Business Manager and Director of Central Grants Administration. Maintains communication with these Directors to report and address any grant- related administrative or compliance issue in a timely manner. Ensures all cost transfers are prepared with appropriate backup documentation.
- Develops, conducts and administers in-house and external compliance training initiatives including staff training, faculty training, with approval from Central Grants Administration. (RCC training is provided by Financial Services Compliance office)
- Initiates various personnel actions including hiring, performance appraisal, promotions, transfers, and vacation schedules for shared resource group.
Supervisory Responsibilities: Manage grants and contracts positions and support personnel for shared resource group.
Required Qualifications at this Level
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.
Successful completion of the Research Administration Academy (RAA), Advanced Grants Management, Research Administration Institute (RAI) training, Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research—Process for Contracts is expected. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and complete all training within a reasonable period of time (generally 12 months). Successful completion of all expected training will be an annual performance goal until complete.
Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification, Advanced Grants Management (AGM), Research Administration Institute (RAI) certification by completing continuing education requirements.
Certified Research Administrator (CRA) certification is preferred.
Work generally requires five years of relevant grants and contracts experience.
- Leadership skills.
- Innovative problem solving skills.
- Ability to coach and develop employees.
- Ability to build employee commitment through frequent feedback and meaningful performance evaluations.
- Demonstrated skills in analyzing data and formulating conclusions.
- Ability to learn changing technologies related to grants and contracts management.
- Full command of grants and contracts systems; 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.
- Comprehensive knowledge of federal rules and regulations relating to grant and contract activity and ability to apply knowledge to Duke University policies and procedures
- Knowledge of grant and contracts processes, systems and offices related to and/or involved in grant and contract submission and management
- Knowledge of responsible conduct of research, management of advanced compliance issues.
- Knowledge of processes and systems related to or involved in the management of cost-sharing and effort allocation.
- Experience with functions in SPS, R3, grants.duke, SES, iForms and eCrt and other related systems associated with assigned duties.
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 Qualifications Education
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. Successful completion of the Research Administration Academy (RAA), Advanced Grants Management, and Research Administration Institute (RAI) training is required. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and 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 successful completion of expected training, the employee must maintain Research Administration Academy(RAA) certification, Advanced Grants Management (AGM), Research Administration Institute (RAI) certification by completing continuing education requirements. Certified Research Administrator (CRA) certification is preferred.Experience
Work generally requires five 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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