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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. Be Bold. Choose Duke.

Be You.

At Duke, we celebrate individuality and the diverse perspectives that drive innovation and discovery. As a Grants and Contracts Administrator (Remote), you will join the Campus Grants Management Team (CGMT) within the Office for Research and Innovation-a dynamic and growing unit dedicated to delivering exceptional service and compliant grant management.

Remote Work Eligibility

This is a remote position, and all Duke University remote workers must reside in one of the following U.S. states or districts:

Arizona, Alabama, 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, Rhode Island, South Carolina, Tennessee, Texas, Vermont, Virginia, Washington (State), Washington, D.C., Wisconsin 

Be Bold.

Lifecycle research administrators in CGMT are more than transaction processors; they are subject-matter experts and partners with their faculty in crafting excellent proposals and managing awards in accordance with sponsor guidelines. To be a successful grant administrator in CGMT, you must thrive in a fast-paced environment, ability to manage multiple priorities, and be a strong critical thinker and problem solver.

Pre-award activities include assisting departmental faculty/PI in the development, preparation, and submission of research proposals. Ensure all applications meet agency and university guidelines, published time tables and deadlines. Ensure proposals are entered and routed in a timely manner for further review. Assist with budget, budget justification, other support, and additional administrative documents. Post-award activities include meeting with faculty regularly to provide updates and guidance, validating AAR for expenses, completing detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets and closing out projects in line with university and sponsor guidelines.

This position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts with a firm grasp of rules and regulations, technical expertise, analytical skills and an aptitude for using good judgement in applying grant management practices and procedures. The successful candidate for this position will be someone with a strong analytical background, ability to think critically, has strong attention to detail, makes sound independent decisions, provide sound, accurate guidance to PIs and their staff, and someone who is a high level excel user.

We are particularly interested in candidates who work well in a fast-paced environment and are knowledgeable of sponsored research in an international setting. Examples include managing international sub-award agreements, submitting proposals and managing awards with international sponsors, budgeting and reporting in a foreign currency, reviewing international travel expenses for Sponsor compliance, setting up and monitoring international procurement activities, and monitoring export control issues. The candidate should have the ability to understand the best approach to an international research project and work with the relevant Grant Offices to ensure effective implementation of the award both locally and internationally.

What You'll Do:

Pre Award Job Responsibilities (30%)

• Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations.
• Advise the faculty/PI on administrative requirements in preparing proposal submissions.
• Prepare, coordinate and review proposal elements such as biosketches, budgets, justifications and facilities & resources for consistency, accuracy, and completeness.
• Monitor compliance with agency and University regulations regarding submission; verify all financial information, including the application of the appropriate overhead rate for the project.
• Manage the subcontract process with pre award office and collaborating organizations.

Post Award Job Responsibilities (50%)

• Manage budget, effort, reporting and compliance timelines through the lifecycle of the grant or contract; communicate new WBSEs to appropriate department personnel.
• Advise faculty/PI on budget adjustments and revisions necessary to meet the sponsor requirements.
• Provide ad hoc reports to unit business manager and PIs as requested
• Establish sub-recipient financial and reporting requirements; coordinate issuance of sub-agreements with the pre award office.
• Reconcile monthly budget reports and inform faculty/PI and/or supervisor of corrections/adjustments that have been made.
• Identify and submit the cost transfers resulting from budget reconciliation.
• As requirements change, prepare and submit requests for re-budgeting/modifying the funded project.
• Reconcile and close all sub-recipient cost objects and obtain all sponsor-required reports.
• Monitor compliance with agency and University regulations regarding reporting.
• Maintain financial records per the institutional document retention guidelines.
• Manage overdrafts in line with unit procedures and institution guidelines.
• Ensure proper recording of revenue associated with all projects; applying revenue management standards.
• Close all funded projects consistent with university processes and timelines.

Administrative Job Responsibilities (20%)

• Develop project management plan for review by the faculty/PI or senior level grants administrator.
• Monitor and implement cost sharing to reflect appropriate labor distribution or related cost sharing obligations.
• Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards.
• Submit reports to central and unit management as required.

Perform other related duties incidental to the work described herein and assigned portfolio. The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

What You Bring

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.

Successful completion of Financial Services Introduction to R3, Introduction to Duke GL, Introduction to Accounting, Sponsored Research Reporting, Research Administration at Duke (online), Basic Compliance (online), Duke Human Research Training (online), Budget Development and Negotiation Training, and Industry Funded Clinical Research-Process for Contracts 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 of start date. 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 with a directly related degree

Prior experience in grants management, research administration, or financial analysis is highly preferred

Job Qualifications & Skills

• Strong analytical, critical thinking, and problem-solving skills
• High attention to detail with ability to manage complex financial data
• Advanced proficiency in Excel and Microsoft Office
• Ability to manage multiple priorities in a fast-paced environment
• Knowledge of sponsored research regulations (preferred)
• Strong communication and collaboration skills
• Customer service-oriented mindset
• Ability to make independent, sound decisions
• Adaptability with evolving systems and regulations

Choose Duke.

At Duke University, you don't just take a job-you step into a career that grows with you, challenges you, and makes a global impact.

Why Choose Duke?

•  Do Work That Matters: Support groundbreaking, globally recognized research that is improving lives, advancing science, and shaping the future
•  Partner with the Best: Collaborate with world-class faculty, researchers, and interdisciplinary teams at one of the nation's leading institutions
•  Invest in Your Growth: Take advantage of robust training programs, certifications, and clear career pathways designed to accelerate your professional development
•  Flexibility That Works for You: Enjoy the benefits of a remote role while staying connected to a mission-driven, high-performing team
•  Comprehensive Rewards: Benefit from competitive compensation, generous retirement plans, and comprehensive health and wellness offerings
•  Be Seen, Heard, and Valued: Join a community that prioritizes belonging, innovation, and the diverse perspectives that drive excellence
•  Build a Career with Impact: Gain exposure to complex, high-level research administration-including international work-that strengthens your expertise and opens future opportunities

Ready to Make a Difference?

Apply now and help drive research excellence at Duke University.