Career Opportunities: Research Administration Specialist, Campus Grants Management (Remote) NC Residency is Required (253120)

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.

Occupational Summary

Position is fully remote with required residency in North Carolina.

This position is with the Campus Grants Management Team, a dynamic and growing unit in the Office of the Vice Provost for Research, which provides cradle-to-grave grant management services for specifically identified departments. CGMT is comprised of highly skilled research administrators that provide faculty and researchers in the Provost area units with seamless, high-quality sponsored research administration services. Our goal is to enhance communication and foster partnerships with faculty and staff as invested partners in the grants-management process in order to deliver best-in-class grants portfolio management.

The Research Administration Specialist (RAS) position provides support to CGMT by initiating pre- and post-award processes. This position offers an excellent introduction to research administration and is ideal for someone eager to learn and grow within a dynamic and supportive team. We are looking for a candidate committed to learning, as this position will provide ample opportunities to gain valuable skills and knowledge in research administration. If you are passionate about supporting research initiatives and are dedicated to expanding your expertise, this role may align with your career goals.

Pre-award responsibilities include creating proposal records in the internal grants database (SPS), setting up project folders in a shared drive, assisting with technical document reviews, drafting proposal checklists, aiding in budget development and review, and initiating the Expedited Review Process. These tasks are all crucial steps in supporting the grant management process.

Post-award activities include completing monthly reconciliations of assigned projects and assisting grant managers with compliance-related issues identified during this process. Additional responsibilities involve monitoring and responding to a department inbox, maintaining an internal grants database, notifying grant managers of projects approaching their end dates, assisting with just-in-time requests, reviewing new awards, supporting procurement, and other proposal administration activities as needed. Providing general administrative support to the CGMT office is also a key part of the role.

Work Performed:

Below is a general scope of duties. Specific assignments are based on unit need and assigned by the supervisor.

• Assist grant managers in budget preparation, budget revisions, budget reconciliation, or time extensions as needed. Inform grant managers and/or supervisor of any errors that arise in the reconciliation of monthly budget reports. Identify the need for cost transfers from budget reconciliation.
• Collect and compile information for grant proposals.
• Internal grants database data entry.
• Regularly review and maintain the department's shared drive to ensure all files are up to date.
• Review and prepare certain proposal elements (biosketches, other support, etc.).
• Maintain a working knowledge of applicable regulations, policies, and protocols.
• Confirm awarded grant/contract budgets in university budgeting and accounting system.
• Ensure the internal grants database is updated with project status regularly.
•  Assist with the Research Support Services Agreement process.
• Reconcile financial information on Sponsor's reports to University general ledger, reviewing financial transactions posted to general ledger and other documents for compliance with Sponsor's terms and conditions and University's policies and procedures.
• Process Journal Vouchers as needed.
• Facilitate required financial transactions for grants and contracts (as necessary).
• Review required close-out transactions and activities.
• Help with special projects.

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 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, PowerPoint).
•     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.

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.