Grants and Contracts 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.

The department is seeking a Grants and Contracts Administrator to join our team and play a critical role in supporting research and sponsored projects from proposal development through closeout. In this role, you'll work closely with faculty and principal investigators (PIs) to ensure proposals are accurate, compliant, and submitted on time-and that funded projects are managed effectively throughout their lifecycle.

You will be actively involved in both pre-award and post-award activities. On the front end, you'll help develop and prepare grant and contract proposals, ensuring they meet agency and university guidelines, deadlines, and requirements. On the back end, you'll reconcile budgets, prepare detailed financial reports, and ensure projects remain compliant with federal and institutional regulations.

This role offers the opportunity to manage a portfolio of projects, advise faculty on administrative and financial requirements, and contribute to the success of research initiatives by ensuring strong financial stewardship and compliance practices.

Minimum Requirements:

• Bachelor's degree required (research or grants-related education/certification preferred)
• Strong communication, analytical, and organizational skills
• Ability to analyze data and formulate conclusions
• Proficient in Microsoft Office (Word, Excel, PowerPoint, Access)
• Ability to manage and prioritize multiple tasks and projects simultaneously
• Ability to communicate effectively both verbally and in writing with all levels of the organization
• Knowledge of federal rules and regulations relating to grants and contracts activity
• Understanding of financial processes and reconciliation practices

Preferred Qualifications:

• Knowledge of Duke University policies, procedures, and systems related to grants and contracts
• Experience with SPS, R3, grants.duke, and SES systems
• Ability to apply federal costing rules and effort allocation requirements
• Familiarity with research administration processes and compliance standards
• Strong project management and reporting skills

Other Requirements:

• Successful completion of the Research Administration Academy (RAA) Onboarding Training and registration in a learning track within the first 90 days
• Ongoing completion of required training and continuing education to maintain certifications
• Ability to adapt to changing technologies related to grants and contracts management

Work Arrangement:

This position is hybrid, requiring the individual to be onsite at least 2 days per week on Duke University's campus and reside in a Duke University-approved state.

Be Bold.

Position Responsibilities:

• Manage assigned projects and financial portfolios across the full lifecycle of grants and contracts
• Develop and review budgets and budget justifications, ensuring accuracy, completeness, and consistency
• Advise PIs on administrative, financial, and compliance requirements for proposal preparation and submission
• Prepare and coordinate proposal components (e.g., biosketches, facilities & resources) for accuracy and completeness
• Ensure compliance with agency and university submission requirements, including proper application of overhead rates
• Route and review proposals through SPS to ORA/ORS for institutional approvals and signatures
• Monitor project financial performance, identify issues, and recommend budget adjustments to meet sponsor requirements
• Track proposal status and advise on deadlines, regulatory requirements, and research protection protocols
• Develop project management plans for review by PIs or senior grants administrators
• Manage budget timelines, reporting deadlines, and compliance requirements throughout the project lifecycle
• Establish sub-recipient requirements and coordinate sub-agreements with ORA/ORS
• Reconcile monthly budget reports and process corrections, adjustments, and cost transfers as needed
• Prepare and submit rebudgeting requests and modifications in response to changing project needs
• Monitor reporting compliance with sponsor and institutional regulations
• Maintain financial records in accordance with document retention policies
• Ensure proper handling and recording of sponsor payments in alignment with institutional procedures
• Monitor patient care expenses and ensure appropriate charging to study fund codes
• Interpret policies and procedures, resolve operational issues, and provide guidance within the unit
• Manage overdrafts in accordance with institutional guidelines
• Ensure proper revenue recording and apply revenue management standards
• Close out funded projects in compliance with university timelines and requirements
• Apply federal and university rules related to effort allocation and cost principles
• Prepare reports for Divisional Administrator/Business Manager as requested
• May supervise grants and contracts assistants or support staff

Choose Duke.

Join a collaborative and mission-driven environment where your work directly supports innovative research and discovery. At Duke University, you'll be part of a community that values collaboration, excellence, and continuous learning, while contributing to projects that advance knowledge and improve lives.

You'll have opportunities to grow within a clearly defined career tier structure (Associate, Advanced, Senior, Lead), supported by training programs such as RAA and professional development pathways. Whether you're building your expertise or mentoring others, you'll be part of a team committed to high-quality research administration.