Provide support to customers by facilitating pre- and post-award processes for both the departments and the School. Perform basic reconciliation of assigned project budgets, prepare basic budget reports for review by PI and supervisors, and prepare adjustments and corrections in assigned project budgets for further review and approval in order to meet project goals and federal requirements. May process invoices and provide Principal Investigator(s) with daily monitoring of grants and contracts to ensure expenses are being paid according to grants and contract(s) protocols.
Process Financial Transactions:
- Facilitate required financial transactions for grants and contracts (as necessary).
- Facilitate Corporate Card clearing for assigned PIs and projects
- Process Purchase Orders and payments for Independent Contractors
- Process JVs for internal SBR Fees or other such transactions as needed.
- Process effort allocation appropriately for individuals compensated whole or in part from federal awards
- Maintain appropriate documentation for compliance and audit
Pre- Award Activity:
-Assist principal investigators in budget preparation, budget revisions, budget reconciliation, or time extensions as needed. Inform PI and/or supervisor of any errors that arise in the reconciliation of monthly budget reports. Identify the need forcost transfers from budget reconciliation.
- Collect and compile information for grant proposal.
- SPS data entry.
- Provides technical and administrative assistance during the negotiations, creation, and administration of grants and contracts.
- Prepare certain proposal elements (biosketches and facilities & resources) .
- Maintain a working knowledge of applicable regulations, policies, and protocols.
- Implement awarded grant/contract budgets in university budgeting and accounting system.
- Monitor proposal status and advise PI on requirements and deadlines associated with research protocols. Monitor reporting and compliance timelines for new awards. Assist investigators in preparing necessary documentation for site visits.
- Reconcile financial information on Sponsor's reports to University general ledger, reviewing financial transactions posted to general ledger and other documents for compliance with Sponsor's terms and conditions and University's policies and procedures.
- For industry funded projects, support the Revenue Management process
- Create and send invoices to sponsor as appropriate for negotiated fees and procedures, as dictated by the grant or contract.
- Analyze indirect costs charged to sponsored project, make appropriate calculations, and process journal entries to correct indirect costs.
- Assist investigators in processing renewal applications for existing protocols.
- Prepare various financial reports as required by the Sponsor reflecting compliance with the Sponsor's terms and conditions, prepare adjusting journal entries for unallowable expenses, including over expenditures.
- Facilitate required close out transactions and activities
Other Duties as assigned:
- Assist with special projects.
- Other administrative duties to support the Durham and Beaufort administrative team.
Ability to work within a team environment
Proficient use of computers; requiressolid 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.
Certifications and Training:
Duke Research Administration (RAA) training and certification within 6 months of hire
AP/R3training within 6 months of hire
Work requires communications, analytical and organizational skills generally acquired through completion of an Associate's degree program. Training: May be required to take FasTracks in areas of specific assigned duties
Work generally requires two years of relevant experience to obtain OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE office organization, communications, and administrative skills. A bachelor's degree in a field of study directly related to the specific position may be substituted for the education and experience requirement.
Internal Number: 4506
About Duke University, Nicholas School of the Environment
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.