Program Administrator

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.

Be You.

At Duke, we celebrate individuality and the unique perspectives that each member of our community brings. As the Program Administrator, you'll play a critical role in advancing innovative research, climate action, and sustainability initiatives through the Nicholas Institute for Energy, Environment & Sustainability. You will join a collaborative and mission-driven team that partners with researchers, faculty, staff, sponsors, and external stakeholders to create meaningful impact at Duke and beyond.

This role offers an opportunity to contribute your organizational expertise, analytical skills, and collaborative approach while supporting projects that address some of today's most pressing environmental and sustainability challenges.

Be Bold.

The Nicholas Institute for Energy, Environment & Sustainability advances Duke University's commitment to sustainability, resilience, and evidence-based decision-making through research, education, and policy engagement. As a Grants, Contracts and Program Administrator, you will help ensure the successful administration and coordination of a diverse portfolio of externally funded research projects while supporting strategic climate and sustainability initiatives across the Institute.

Working across multiple programs and priorities, you will manage complex processes, foster collaboration, and ensure compliance while helping researchers and project teams achieve their goals.

What You'll Do:

Research Administration & Project Management

• Support the development and submission of grant proposals by coordinating contributions, preparing budgets, drafting supporting documents, and ensuring compliance with sponsor requirements and university policies.
• Review proposal materials for accuracy, completeness, and adherence to submission guidelines.
• Coordinate proposal submission activities, including approvals, subcontractor documentation, and communication with investigators and administrative partners.
• Assist with reviewing award documents, terms and conditions, budget revisions, and compliance requirements.
• Establish and maintain systems for tracking project milestones, deliverables, reporting deadlines, and performance measures.
• Monitor awarded projects to ensure financial and programmatic compliance with sponsor and university requirements.
• Prepare financial and progress reports and reconcile project data with accounting records.
• Facilitate effort allocation processes and process project-related financial transactions.
• Support subrecipient monitoring, communications, and documentation management.
• Maintain comprehensive award records and documentation to support reporting accuracy and audit readiness.
• Serve as a trusted liaison among investigators, sponsors, administrative offices, and program teams throughout the award lifecycle.

Climate & Sustainability Program Support

• Provide project coordination and administrative support for institute-wide climate and sustainability priorities.
• Assist with collecting, maintaining, and analyzing data related to sustainability initiatives and organizational goals.
• Develop reports, presentations, summaries, and tracking tools to support leadership decision-making.
• Coordinate communications among faculty, staff, students, and external collaborators to advance strategic priorities and program objectives.
• Contribute to continuous process improvements that strengthen operational effectiveness across the Institute.

What You'll Bring:

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) Onboarding Training and registration in a learning track within the first 90 days is required.

The expectation is that the staff member will maintain the requirements for their level. Failing to meet these requirements will be addressed through the performance review process.

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

Experience

No experience required for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position.

Skills

• Ability to analyze data, prepare reports, and make recommendations.
• Proficiency with office software and comfort learning grant administration systems.
• Ability to manage multiple projects simultaneously and meet deadlines.
• Strong written and verbal communication skills and ability to work with a diverse group of stakeholders.
• Knowledge of research administration, proposal development, or compliance practices preferred; ability to learn and apply regulations and university procedures.
• Experience with project coordination, project management, data management, and administrative support is strongly beneficial.

Why Duke?

• Contribute to meaningful work that advances sustainability, climate resilience, and environmental stewardship.
• Collaborate with leading researchers, policy experts, and interdisciplinary teams.
• Support innovative research that informs real-world decision-making and positive societal impact.
• Grow professionally within one of the nation's premier research universities.
• Join a community that values inclusion, collaboration, excellence, and service.

Choose Duke.

Ready to Make a Difference?

Bring your expertise, curiosity, and commitment to excellence to Duke University. Apply today and help advance research, sustainability, and climate solutions that create lasting impact for communities locally and globally.