PRE-AWARD GRANTS AND CONTRACTS MANAGER

This position is grant funded

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.

PRE-AWARD GRANTS AND CONTRACTS MANAGER

DHVI FINANCE

RESPONSIBILITIES

• Direct all pre-award activities for the Duke Human Vaccine Institute (DHVI).
  • Develop, disseminate, and maintain policies and procedures delineating departmental procedures, guidelines, and timelines.
  • Serve as ORA liaison for all pre-award issues.
  • Direct grants and contracts administrators on proposal development issues including but not limited to specific sponsor requirements, institutional requirements, and cost sharing.

• Direct budget development efforts for investigators as carried out by grants and contracts administrators for non-competing applications.
• Assume a lead role on all new competing applications, define resource needs, and manage resources to achieve timely submission.
• Assist with development of new business proposals including budget preparations, project specifications, capital investments, and pricing structures.
• Coordinate relevant teams, including but not limited to finance, administration, regulatory & program management to ensure successful submission of programmatic awards.
• Communicate non-competing renewal schedules, deadlines, & expectations to internal constituents and outside departments to ensure timely, accurate submission of all materials.
• Update and communicate SOP’s in support of the application submission process.
• Oversee the application process to ensure SPS, internal databases, and all other renewal systems are complete.
• Serve as departmental administrator and approver for all Other Support and IBS request documents.
• Communicate relevant issues to Business Manager; propose and implement course of action.
• Assist with preparation of federal contract workbooks in response to task orders and other RFP’s.
• Manage metrics for grant quality to achieve successful rating as defined by the School of Medicine scorecard.
• Work with post-award staff and DHVI Business Team to play a central role in effort management.

REQUIRED QUALIFICATIONS AT THIS LEVEL

• Education/Training:
  • 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) 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.
  • Certified Research Administrator preferred.

• Experience: Work generally requires three years of relevant grants and contracts experience.
• Skills
  • Ability and desire to complete Advanced Grants Management training (in most circumstances an employee will be expected to hold a RAA certification before moving into this classification).
  • 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.
  • Understand and apply knowledge of national compliance issues to circumstances at Duke University.
  • Understanding of asset management for funded projects as applied to Duke University policies and practices. Able to direct others in asset management and to review, troubleshoot and approve asset management.
  • Understand and apply basic concepts of Export controls as these relate to proposal submission and award management.
  • Understand and be able to apply federal rules to contract negotiations and management.
  • Understand and be able to apply budget management to contracts.
  • Understand and be able to assist others in understanding contract terminology.
  • Understand and be able to comply with Duke University requirements for managing Federal contracts.
  • Understand and be able to assist others in understanding the basic Federal and Duke University rules, regulations, and requirements of IRB, IACUC, COI, IBC, and Misconduct Science.
  • Able to clearly communicate when interacting with faculty to inform of obligations in meeting these requirements and when faculty is not complying with policies.
  • Able to escalate issues to higher levels when unable to get cooperation from others.
  • Able to establish and maintain systems to ensure timely compliance with RCR requirements.
  • 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 Federal awards.
  • Understand and be able to translate concepts to actual practice at Duke University.
  • Understand and apply the basic concepts of clinical research in the Duke University compliance environment.
  • 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 resulting from multiple appointment types (PDC, VA, University).
  • 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.

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.