Research Administrator

Be you

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 will have an opportunity to work remotely. All Duke University remote workers must reside in one of the following states or districts: Arizona; California; Colorado; Connecticut; Delaware; Florida; Georgia; Hawaii; Illinois; Indiana; Iowa; Kentucky, Louisiana; Maine; Maryland; Massachusetts; Michigan; Missouri; Montana; New Hampshire; New Jersey; New York; North Carolina; Ohio; Oregon; Pennsylvania; South Carolina; Tennessee; Texas; Virginia Washington; or Washington, DC.

Pre and/or post grant awards experience is essential.

Be Bold

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.

Training: Successful completion of required department training such as Application Development, Management and Resources, Introduction to Research, Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (on-line), Basic Compliance (on-line) within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) is expected. Employees hired into this classification without RAA training will work closely with their manager to schedule and complete the training within 12 months.

Upon successful completion of expected training, the employee must maintain Research Administration Academy (RAA) certification by completing continuing education requirements.

Occupational Summary

Performs pre- and/or award management activities for the Schools of Medicine and Nursing. Pre- award activities include reviewing department proposals prior to submission and ensuring all applications meet University policy and Federal regulations, award review and set-up to facilitate appropriate long-term management. Award management activities include facilitating the progress of the sponsored project by reviewing prior approval requests, rebudgets, extensions, and managing the closeout process. The successful candidate will be assigned either to pre-award or award management as a primary function, but will be crossed trained to provide coverage for the other.

Choose Duke 

Work Performed

Proposal Review and Approval

• Assist PIs and Grant Managers in the development and submission of accurate proposal budgets and compliant proposal materials by interpreting sponsor guidelines, University policies and Federal regulations.

• Review applications for institutional risk issues, accuracy, correct rates, and allowability of items proposed. Facilitate changes when issues are identified.

• Review the application to ensure that non- central approvals, appropriate clearances and required compliance approvals (such as human subjects, laboratory animals, export controls, COI, or biohazardous materials) have been obtained for the project.

• Ensure that all required documentation for subcontractors is complete prior to submission of the proposal.

• Review the proposal to ensure the completed proposal package meets sponsor submission standards, including electronic system requirements for each sponsor.

          Ensure that applications are submitted in a timely manner

Award Review and Set-up

• Review the NOA or other awarding mechanism terms and conditions and note changes, additional terms, etc. Communicate with the project’s PI or designated administrator on issues related to the award.

• Request and review revised budgets if needed.

• Review award and project for compliance requirements.

• Initiate/approve account set-up for new projects

• Process awards in a timely manner; notify TBS of new awards and notify department administrators that an award has been received.

Award Management

• Act as a liaison between sponsors and investigators during a project to resolve issues or make prior approval requests.

• Communicate with the project’s PI or designated administrator on award issues.

• Review rebudgets, CAS, no-cost extensions, carryover requests, closeout requests , prior approval requests, residual balance requests and other award management actions.

• Coordinate and review project close-out

Miscellaneous Duties as Assigned

• Keep up-to-date of changes involving internally and externally imposed policies and procedures

• Act as a resource for any compliance questions/issues using existing knowledge, experience and available resources (e.g., sponsor regulations, University policies) for supporting and/or providing guidance within ORA and the SOM’s research community

• Special projects/initiatives as identified by department leadership