Duke University:
Duke University was created in 1924 through an indenture of trust by James Buchanan Duke. Today, Duke is regarded as one of America’s leading research universities. Located in Durham, North Carolina, Duke is positioned in the heart of the Research Triangle, which is ranked annually as one of the best places in the country to work and live. Duke has more than 15,000 students who study and conduct research in its 10 undergraduate, graduate and professional schools. With about 40,000 employees, Duke is the third largest private employer in North Carolina, and it now has international programs in more than 150 countries.
Job Title: Research Administration Manager
Occupational Summary
This position will support campus units primarily related to sponsored projects and effort management. In addition to providing guidance to departmental teams, routine operational and reporting duties will be required as well. Responsibilities will significantly contribute to the successful management of sponsored projects and awards at Duke University. Pre and post award assignments will primarily focus on efficient and compliant effort management but may also include other responsibilities associated with safeguarding project funds.
The position will analyze and document existing effort management processes, facilitate improvements to operational practices, contribute to development of business intelligent tools, and assess effectiveness of implemented changes.
A successful candidate will have experience with contributing to a project team, be able to efficiently manage multiple priorities, understand managing effort supported by sponsored projects, engage collaboratively with multiple offices, and be willing to participate in special projects initiated to support institutional initiatives.
Position may serve as a project lead, provide project or team leader support, and/or supervise a small project group or team of research administration related staff.
This position may qualify for a hybrid or remote work opportunity. All Duke University remote workers must reside in one of the following states or districts: AZ, CA, CO, CT, GL, GA, HI, IL, IN, MD, MA, MI, ME, MT, NH, NJ, NY, NC, OH, PA, SC, TN, TX, VA, WA, DC
Work Performed
Document inefficiencies or gaps in existing processes and recommend specific changes to achieve improved efficiencies. Perform data collection and analysis to assess progress, or lead team responsible for these analytical reviews. Provide written reports and deliver presentations consistent with findings related to the scope of the work.
Partner with internal offices and external resources during implementation of emerging business improvement processes, business intelligence tools and related systems. Assist with communications, meetings, and training as necessary.
Assist supervisor and colleagues in the coaching, training, and support of department leadership and staff with respect to preparedness assessments, creation of new standard operating procedures and development of relevant metrics.
Review and approve effort related documents including but not limited to: Other Support/Current and Pending, commitment change requests, cost distribution changes, etc.
Monitor and report on current effort and commitment data using effort management systems. Facilitate, or conduct, comprehensive effort reviews of faculty meeting specific criteria. Share and/or present findings to managers and leadership as needed.
Coordinate award compliance reviews in partnership with appropriate university areas. Assist with review and management of compliance reports generated by RCC (Research Costing & Compliance) or other monitoring offices.
Support campus units needing guidance related to effort change requests to ensure compliance with institutional and sponsor policies. Facilitate external approvals as needed.
Compile and provide data related to summer supplements to school or institutional leadership; Assist in resolution of any discrepancies or concerns.
Provide guidance to central and departmental staff on institutional and sponsor policies regarding effort.
Monitor sponsored projects on behalf of management center, research and assist with resolving items not in compliance with applicable policies and procedures, and report to or engage with appropriate staff providing oversight related to sponsored projects.
Provide support for management center oversight and reporting.
Partner with other offices to resolve specific or global challenges impacting effective management of sponsored projects.
Create, facilitate, and conduct training related to effort management, compliance, and in support of related initiatives.
Partner with ORS, CAMT and other associated areas with development and delivery of effort management or other related training.
Proposal Review and Approval (5%)
Assist PIs and Grant Managers in the development and submission of accurate and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations. Partner with ORS to identify and resolve issues identified.
Review effort elements of proposals to ensure compliance with school and institutional guidelines; including but not limited to payroll cost share, key personnel, and commitment management. Provide guidance to schools, departments and central offices as needed.
Communicate with appropriate ORS representative to address specific issues or developing trends needing attention.
Award Review and Oversight (20%)
Assist with translation of proposed effort commitments to actual effort being performed as the award is established and work begins. Considerations during the awarding process may include payroll cost share, allocation for key personnel, and commitment management. Provide guidance to schools, departments and central offices as needed.
Apply terms and conditions specified in an awarding mechanism (i.e., NOA) in standard or special situations including exceptional circumstances, changes to terms between budget periods or with amendments, application of additional terms, etc.
Communicate with a project's PI, lead, or designated administrator on concerns, requirements, or issues related to an award or agreement. Partner with project team and related offices to plan for management of associated risks or concerns.
Financial and Administrative Management (50%)
Review and monitor effort allocation compliance in campus units to support accurate reporting and comprehensive documentation of changes.
Assist departments in the monitoring for compliance of sponsored projects to include effort management, verification of expenditures, as well as consistent application of university policies and procedures and Sponsor's terms and conditions. Decisions in this area can typically impact the organization's finances, public relations, and reputation.
Collaborate with Departmental Administrator personnel, unit leadership, and/or Principal Investigator to coordinate operational activities ensuring adequate adherence by department to approved budget practices; including cost-shared salaries, variances in budget allocations, and limitations or exclusions imposed by Sponsor.
Determine Sponsor's fiscal requirements, review approved budget and allocate funds; monitor, review, and reconcile expenditures of budgeted funds; ensure compliance with university policies and procedures and Sponsor's terms and conditions. Decisions in this area can typically impact the organizations' cash flow at the institutional level.
Assist collaborating offices with timely reporting of sponsored project or effort related data per university and sponsor requirements.
Interpret and assist in application of sponsor, institution, school, or department policies related to effort and payroll transactions.
Investigate and assist in resolution of non-fraudulent financial compliance questions/issues using available resources.
Communicate with the project's assigned financial administrator(s) on any compliance or financial issues or concerns related to a project. Assist with resolution of occurrence and escalate as needed.
Guide department or central offices on appropriate use of payroll related General Ledger Accounts and assist with resolution of improper uses.
Maintain working knowledge of institutional and sponsor policies & procedures to provide accurate and relevant information when advising campus units, central offices, and other colleagues.
Monitoring and Compliance Oversight (25%)
Provide oversight related to overall effort and financial compliance. Work to resolve instances of discovered financial non-compliance or escalate as needed.
Interpret and apply applicable policies regarding allowable costs to multiple types of sponsored projects in various situations.
Monitor financial transactions for certain categories of expenditures to ensure compliance with applicable regulations. Notify appropriate administrator(s) and facilitate resolution of expenditures out of compliance.
Keep abreast of changes involving internally and externally imposed policies and procedures and ensure that sponsored projects are administered in accordance with such policies.
Understand policies and expectations related to effort on sponsored projects and awards.
Investigate non-fraudulent financial compliance questions/issues using available resources. Lead resolution efforts to resolve any issues identified, engaging all offices necessary.
Supervisory Responsibilities:
May supervise other grants and contracts positions and support personnel.
May supervise or coordinate work of designated employees or work groups.
Required Qualifications at this Level
Education/Training:
Education:
Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Research or grants education is preferred.
Successful completion of the Research Administration Academy (RAA) and Advanced Grants Management (AGM) and ECRT 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 for RAA and an additional 6 months for AGM). Successful completion of all expected training will be an annual performance goal until completion.
Upon completion of expected training, the employee must maintain Research Administration Academy (RAA) certification and Advanced Grants Management (AGM) certification by completing annual continuing education requirements.
Experience:
Work generally requires three years of relevant grants and contracts experience.
Experience with academic/summer effort management preferred.
Skills:
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, Outlook, 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, as well as present the information in small or large groups
Understand and apply knowledge of national compliance issues to circumstances at Duke University
Understand and be able to translate concepts to actual practice at Duke University
Understand and apply effort management concepts as they relate to proposal submission and award 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 manage complex effort scenarios, including those resulting from multiple appointment types
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
Understand and be able to apply federal rules in a variety of situations
Understand and be able to apply budget management concepts to grants, contracts, and cooperative agreements
Understand and be able to assist others in understanding grant and contract terminology, specifically appointment and effort related information
Understand and be able to comply with Duke University requirements for managing Federal and non-Federal contracts
Able to clearly communicate when interacting with leadership and faculty to inform of obligations in meeting specific requirements and when faculty is not complying with policies
Able to escalate issues to higher levels when unable to get cooperation from others
Understand and be able to operationalize the development and maintenance of internal controls within a Duke University unit
Able to understand and apply basic internal control concepts to daily management of all sponsored projects, including Federal and non-federal awards
Ability and desire to complete Advanced Grants Management training (employee will be expected to hold a RAA certification before moving into this classification)
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.
