RESEARCH ADMINISTRATION SPECIALIST

RESEARCH ADMINISTRATION SPECIALIST

Work Arrangement : Requisition Number : 246082 Regular or Temporary : Regular Location :

Durham, NC, US, 27710

Personnel Area : MEDICAL CENTER Date : Jul 5, 2024

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 2,600 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.

Research Administration Specialist

Occupational Summary

Provide support to customers by facilitating pre- and post-award processes for both the departments and the central areas.

Perform basic reconciliation of assigned project budgets, prepare basic budget reports for review by PI and supervisors, and prepare adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements.

May process invoices and provide Principal Investigator(s) with daily monitoring of grants and contracts to ensure expenses are being paid according to grants and contract(s) protocols.

Work Performed

Grant Management

Pre-Award Grants & Contracts Management :

Supports faculty seeking external and internal funding for research, investigate and interpret regulations, overseeing the processing of contracts and / or grants in internal Sponsored Projects System (SPS).

Provide pre-award grants management, including preparing and submitting applications, and detailed budget preparation ensuring correct pro-rated salary amounts, and sponsor specific budgetary constraints are observed.

Review and process pre-award applications; monitor compliance with sponsor and University regulations; verify all financial information, correct salary, indirect rates, and fringe benefits rates, limitations.

Maintain electronic files of transactions and documents in department shared drive.

Work with the research team and PI to address questions and concerns on compliance, policy and practice.

Notify PI and department administrators of grant award application deadlines.

Assist PIs in processing renewal applications (Carryforward requests and / or No-Cost Extensions)

Respond to Just-In-Time requests, review and submit progress reports (non-competing applications).

Post-Award Financial Management :

Assist with providing post-award project start-up, monitoring, ongoing reconciliation, and closeouts.

Review award documents for general and specific terms and conditions of award, communicate pertinent information to PIs.

Ensure Duke cost object(s) (WBSE / Fund code) is created, invoice sponsors as needed.

Monitor cost objects to ensure compliance with terms of award, sponsor policy, guidelines, and institutional Research Costing Compliance standards.

Reconcile monthly financial reports from SAP / R3 into departmental financial report templates for PIs once reviewed with Grant Manager.

Review financial transactions posted to general ledger for compliance with sponsor terms and conditions, University policies and procedures.

Understand current fiscal performance for each faculty portfolio assigned, identify areas of concern for resolution (e.g.

overruns), notify Grant Manager, and advise PI on budget adjustments.

Assist with monitoring for compliance, including CAS expenses (re-budget form as needed and appropriate).

Assist with identifying and creating non-salary transfers that require further review by senior leadership, or complete cost distributions, if needed.

Communicate with PI to coordinate operational activities to ensure adequate adherence to approved budget including cost-shared salaries, purchases of capital equipment, variances in budget allocations, and limitations or exclusions imposed by Sponsor.

Ensure salary distribution and effort on projects are listed according to budget, approved by PI, and aligned with both grant and departmental budgets.

Ensure quarterly and annual completion of faculty effort reporting and certification, ESDUHS requirements are met to comply with institution, federal, and sponsor policies.

Other Various Duties as Directed by Chief Administrator / Grant Manager / Principal Investigator :

Meetings : Grants Team meetings, Business Office staff meetings, Quarterly in-person meetings with investigators with restricted / federal funding, quarterly Research Administration meetings.

Coordinate incoming faculty relocations, grant transfers, including laboratory moves (with lab managers).

Assist with special projects.

Perform other related duties incidental to the work described herein.

Required Qualifications at this Level

Education / Training :

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

Training : May be required to take FasTracks training in areas of specific assigned duties

Experience :

Work generally requires two years of relevant experience to obtain office organization, communications, and administrative skills.

A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND / OR EXPERIENCE

Skills :

Ability to work within a team environment.

Proficient use of computers; requires solid working knowledge of MS Office Suite (Word, Access, Excel, Power Point), Adobe PDF.

Ability to communicate both verbally and in writing with all levels of the organization.

Ability to proactively manage and prioritize multiple projects / tasks simultaneously and adhere to deadlines.

Ability to create timely verbal and written reports.

Minimum Qualifications

Education

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

Training : May be required to take FasTracks in areas of specific assigned duties

Experience

Work generally requires two years of relevant experience to obtain OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND / OR EXPERIENCE office organization, communications, and administrative skills.

A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.

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.

Nearest Major Market : Durham

Nearest Secondary Market : Raleigh