Duke University

Manage complex grants and contracts portfolios, lead a team, and ensure compliance with sponsor and university policies. | Bachelor's degree with 3+ years grants/contracts and leadership experience, advanced Excel skills, and grants systems knowledge. | Work Arrangement: Remote Requisition Number: 270045 Regular or Temporary: Regular Location: Durham, NC, US, 27710 Personnel Area: UNIVERSITY Date: May 13, 2026 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. Job Title: Grants and Contracts Manager (Remote) Department: Office for Research and Innovation – Campus Research Administration Support Resource Office Remote Work Locations All Duke University remote employees must reside in one of the following states or districts: Arizona, California, Colorado, Connecticut, Florida, Georgia, Hawaii, Illinois, Indiana, Maryland, Massachusetts, Michigan, Maine, Montana, New Hampshire, New Jersey, New York, North Carolina, Ohio, Pennsylvania, Rhode Island, South Carolina, Tennessee, Texas, Vermont, Virginia, Washington (State), Washington, DC, or Wisconsin. Be You At Duke University, we celebrate individuality, expertise, and the essential role research administrators play in advancing discovery. As a Grants and Contracts Manager, you will join the Campus Grants Management Team (CGMT)—a dynamic and growing unit within the Office for Research and Innovation that provides cradle-to-grave grants management services. CGMT administrators are more than transaction processors; they are subject-matter experts and trusted partners who collaborate closely with faculty to develop strong proposals and manage awards in compliance with sponsor guidelines and Duke University policies. Be Bold This position is responsible for managing and overseeing a highly complex portfolio of grants and contracts while leading a team of Grants and Contracts Administrators. You will apply strong analytical judgment, regulatory knowledge, and sound independent decision-making to ensure compliant and effective award management across the full research lifecycle. Pre‑Award Administration (30%) Advise faculty and Principal Investigators (PIs) on administrative requirements related to proposal development and submission. Assist with the development, preparation, and submission of research proposals, ensuring all applications meet sponsor and Duke guidelines, published timetables, and deadlines. Develop detailed budgets and budget justifications, ensuring accuracy and consistency across proposal materials and sub‑recipient documentation. Prepare, coordinate, and review proposals for completeness, accuracy, and compliance. Monitor compliance with sponsor and university regulations, including verification of financial data and application of appropriate F&A rates. Ensure proposals are entered and routed through Duke systems in a timely manner for institutional review and approval. Monitor proposal status and proactively advise PIs on requirements, timelines, and deadlines. Manage subcontract processes in coordination with ORA/ORS and collaborating organizations. Post‑Award Administration (30%) Manage large and complex sponsored projects that may span multiple disciplines, departments, and faculty. Meet regularly with faculty to provide financial updates, guidance, and proactive portfolio management support. Validate AARs for expenses and perform detailed monthly reconciliations of assigned project budgets. Prepare and submit cost transfers, salary redistributions, rebudgets, and no‑cost extension requests as needed. Prepare complex budget and financial reports. Establish and monitor sub‑recipient requirements, including reconciliation and closeout of sub‑recipient budgets. Maintain financial records in accordance with Duke document retention guidelines. Manage cost sharing, compliance timelines, WBSE communications, overdrafts, and revenue recording. Close out projects in accordance with sponsor and university requirements. Perform ongoing grants monitoring using available tools to ensure compliance with Duke policies. Provide reports to the Senior Manager as requested. Management, Supervisory & Leadership (40%) Supervise and manage a team of Grants and Contracts Administrators while maintaining responsibility for a complex personal portfolio. Partner closely with the Senior Manager to ensure staff are appropriately trained and delivering high‑quality service. Serve as the primary escalation point for team members on grants and contracts issues and interpretation of Duke guidelines. Act as a key point of contact for faculty regarding team performance and service delivery. Execute regular monitoring and performance reports to ensure university performance metrics are met. Recommend and support personnel actions, including hiring, performance evaluations, promotions, transfers, and scheduling. Foster a team culture that promotes open communication, collaboration, learning, and professional development. What You’ll Bring Education: Bachelor’s degree required. Research or grants education or certification preferred. Completion of the Research Administration Academy (RAA) and Advanced Grants Management (AGM) required. Certified Research Administrator preferred. Experience: Three years of grants and contracts and/or leadership experience. Advanced Excel skills and strong grants systems knowledge required. Demonstrated communication skills and sound judgment. Choose Duke. This is more than a grants management role—it’s an opportunity to lead, influence, and elevate research at one of the world’s premier universities. At Duke, you’ll partner with accomplished faculty, manage a sophisticated and diverse research portfolio, and lead a talented team that plays a critical role in advancing discovery, innovation, and global impact. You’ll be trusted as a subject‑matter expert, empowered to make decisions, and supported by an institution that values collaboration, continuous learning, and professional growth. As a Grants and Contracts Manager, you’ll enjoy: High‑impact work supporting federally funded, non‑federal, and international research Leadership visibility within a growing, mission‑driven grants management team Flexibility through a fully remote work model within approved states Career investment through structured training, certifications READY TO MAKE A DIFFERENCE? Apply now and help advance Duke’s world-class research mission through exceptional grants and contracts management. Anticipated Pay Range: Duke University provides an annual base salary range for this position as USD $67,732.00 to USD $116,282.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer. Your total compensation goesbeyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/ Equal Opportunity Employer: Duke is an 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 (including pregnancy and pregnancy- related conditions), sexual orientation, or military status. Duke aspires to create a community built oncollaboration, 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 essential job functions that require specific physical and/or mental abilities. Additional information and reasonable accommodation(s) can be requested with Duke Access and Accommodations Services (email: DAAS@duke.edu; phone: 919-668-1267). Nearest Major Market: Durham Nearest Secondary Market: Raleigh

Manage a portfolio of clinical research grants and contracts including pre-award budgeting, post-award financial reconciliation, compliance monitoring, and stakeholder communication. | Bachelor's degree, ability to complete required Duke research administration training, knowledge of federal and university grant regulations, strong analytical and communication skills, and experience or education in clinical research administration preferred. | 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. Are you a master of navigating complex grants and contracts? Join a team where your expertise in compliance, regulations, and strategic oversight fuels groundbreaking research and innovation. In this pivotal role, you'll manage a high-impact portfolio, applying your analytical skills and technical know-how to ensure success from start to finish. Candidates must reside in the following states: AL, AZ, CA CO, CT, DE, FL, GA HI, IL, IN, IA, KY, LA, ME, MD, MA, MI, MT, NH, NJ, NY, NC, OH, OR, PA, SC, TN, TX, VA, WA, & Washington, DC. Be You. This position will be located within the School of Medicine Shared Research Administration Resource Group and will play an active role in working with specifically identified departments to manage their portfolio of grants and contracts. • Pre-award activities include support for clinical research, including trials, for PI initiated and Sponsor initiated studies, for multiple clinical research programs. • Ensure all applications and contracts meet sponsor/agency and university guidelines adhering to the necessary internal and external deadlines. • Post-award activities include detailed reconciliation of assigned project budgets, preparing complex budget reports, preparing adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements. You will effectively manage assigned projects and financial project portfolios using independent judgment and discretion to make decisions that impact the compliance and successful completion of the clinical research studies. You will build and maintain close collaborative working relationships with the Principal Investigators (Pls), key study personnel and colleagues throughout Duke to effectively manage the financial activities of research studies. This position is responsible for managing and overseeing an assigned portfolio of complex grants and contracts using knowledge of grant and contract management rules and regulations, technical expertise, and analytical skills. Work Arrangement – Remote; Candidates must reside in one of the approved states for remote work, which can be viewed here: https://remotework.duke.edu/policy/outside-nc/ Anticipated Pay Range - Duke University provides an annual base salary range for this position as USD $ 59,829.00 to USD $96,900.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate' s work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extending an offer. Your total compensation goes beyond the dollars on y our paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family-friendly and cultural programs to eligible team members. Learn more at: https://hr.duke.edu/benefits/ DEPARTMENTAL PREFERENCES Successful candidates will have previous clinical research administration experience and/or pre-award AND post-award administrative and financial experience. Research or grants education and/or certification is preferred. University Sponsor and/or University setting experience strongly preferred. MINIMUM QUALIFICATIONS Education/Training – Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. 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 for candidates who possess a Bachelor's or Master's degree in a field of study directly related to the specific position. Be Bold. Skills • Ability to analyze data and formulate conclusions. • Ability to learn changing technologies related to grants and contracts management. • Proficient use of computers; 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. • Knowledge of federal rules and regulations relating to research grant and/or contract activity. • Knowledge of Duke University policies and procedures relating to grant and contracts activity. • Knowledge of Duke University processes, systems and offices related to and/or involved in grant and contract submission and management. • 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 apply costing rules and regulations to federally funded projects. • Experience with/Ability to perform required functions in SPS, R3, grants.duke and SES relating to assigned duties. • Understand financial processes and controls including the reconciliation process. Work Performed Pre-award Job Responsibilities (10%) • Develop budgets and budget justification in collaboration with PI/Research Team which include proofing the budget for inconsistencies, ensuring accuracy and compliance with study protocol. • Arrange and participate in budget discussions. • Prepare and submit grants and contracts through pre-award process utilizing both Sponsor and Duke regulations. Follow through to submission to Sponsor. • Submit contracts through the SPS system for approval. Ensure receipt of sponsor signatures on final agreement. • Advise the faculty/PI on administrative requirements in preparing proposal submissions. • Assist faculty/PI and study team with development of internal cost assessment including the use/implementation of the Clinical Research Management System, if applicable. • Obtain management approval on external and internal budgets before sending to the sponsor for review. • If required prepare, coordinate and review proposal elements such as biosketches, 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. • Negotiate budget and payment terms with the approval from the Principal Investigator, research team and Grants and Contracts Manager. • Review informed consent to ensure it is consistent with the budget and financial terms outlined in the agreement. • Interpret contractual payment terms and prepare final contract and associated budget and documents for initial invoice. Post-award Job Responsibilities (80%) • Read and develop a full understanding of the terms and conditions of the executed budget and payment schedule in order to set-up and effectively manage study finances. • Manage the patient reimbursement process in a timely manner. Monitor and determine appropriate charging of patient care expenses to the study fund codes. • Promptly invoice, collect, deposit and record funds to the appropriate fund code according to the executed study budget and payment schedule for study start-up, ongoing per patient revenue, and all other earned invoice able payments. Follow up as needed to ensure invoices are paid promptly. • Manage overdrafts. • Ensure that the Clinical Research Unit (CRU) Management Fee is transferred from study revenue to the applicable research infrastructure codes. • Close-out studies in a timely manner in compliance with School of Medicine (SOM) policy and the requirements of the funding agency, as applicable. Transfer any residuals in accordance with Departmental and School of Medicine (SOM) policy. • Work closely with the study team to manage effort and make adjustments as needed to ensure that funding sources are properly aligned with the effort of faculty and study staff, while maintaining compliance with funding agencies policies. • Monitor proposal and contract status and advise faculty/PI on requirements and deadlines associated with research protection protocols. • Reconcile monthly budget reports and inform faculty/PI and/or supervisor of potential corrections/adjustments that have been made. • Monitor compliance with agency and University regulations regarding reporting. • Maintain financial records per the institutional documents’ retention guidelines. Administrative Job Responsibilities (10%) • Produce reports and fiscal forecasts for the study team regularly during the study with enough detail for study teams to make informed decisions about their research portfolio, Hub accounts and funds available to support effort and other expenses. • Develop project management plan for review by the faculty/PI or senior level grants administrator. • Serve as primary liaison with sponsors, study personnel and PIs. Collaborate, and communicate with other study personnel as required. Communicate concerns clearly in a professional manner. Respond timely to emails, phone calls and questions. Refer more complex questions and escalate issues to others as appropriate. • Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of unit. • Apply federal and university rules to appropriately manage effort for individuals compensated, in whole or in part, from sponsored awards. • Submit reports to the Divisional Administrator/Business Manager/Leadership when requested. Tier Structure Associate: Proficient as a grants and contracts administrator. Advanced: Experienced, highly capable, and requires minimal oversight of work. Experience - 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). Training - RAA required in addition to 2 electives to prepare for AGM is required. AGM must be completed within 12 months. Lead: Advanced tier competencies as well as responsibilities for mentoring and developing staff. Oversees work of others. May or may not carry same responsibilities as a full supervisor. Experience - 3 years of relevant experience (2 years for internal employees who have received 2 Exceeds Expectations on performance reviews). Training - RAA and AGM required. Expected to attend all the appropriate internal updates. Senior: Subject matter expert. May be responsible for mentoring and developing others. Experience - 6 years of relevant experience (5 years for internal employees who have received 4 Exceeds Expectations on performance reviews. CRA certification can also reduce the years of experience requirement to 5 years). Training - RAA and AGM required. Expected to attend all the appropriate internal updates. The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Choose Duke. Ready to Make a Difference? Step into a role where your expertise fuels academic excellence and your impact is felt across disciplines. If you're passionate about supporting research, empowering faculty, and grants and contract compliance—apply now! Duke is an 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 (including pregnancy and pregnancy related conditions), sexual orientation or military status. Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends onthe 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 essential job 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.