Clinical Grants and Contracts Administrator, Pre-Award Remote
Description
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 2,500 faculty physicians and researchers, more than 1,300 students, and more than 6,000 staff, the Duke University School of Medicine along with the Duke University School of Nursing, Duke University Health System and the Private Diagnostic Clinic (PDC) comprise Duke Health. a world-class academic medical center. The Health System encompasses Duke University Hospital, Duke Regional Hospital, Duke Raleigh Hospital, Duke Primary Care, Duke Home and Hospice, Duke Health and Wellness, and multiple affiliations.
This position will have an opportunity to work remotely. All Duke University remote workers must reside in one of the following states or districts: Arizona; California; Florida; Georgia; Hawaii; Illinois; Maryland; Massachusetts; Montana; New Jersey; New York; North Carolina; Pennsylvania; South Carolina; Tennessee; Texas; Virginia or Washington, DC.
Position Summary
The Grants & Contracts Administrator (GCA) is responsible for the financial management of an assigned portfolio of clinical trials and research studies for the Duke Cancer Institute (DCI).
Responsibilities
Pre-Award
Initiate, manage and develop study start-up budgets to adequately cover costs based on DCI’s established pricing standards.
Complete internal cost assessments (ICAs) to assess the actual costs to conduct the study; build external budgets based on this key information. Develop external budgets with appropriate pricing and payment terms.
Initiate and conduct contract negotiations; work with the appropriate Duke offices to execute agreements and contracts.
Facilitate a smooth transition from pre-award to post-award.
Post-Award
Thoroughly understand assigned study contracts, terms and payment schedules.
Manage all aspects of study finances including invoicing, collection, deposits, patient reimbursement, overdrafts and records. Monitor expenses charged to study funds including patient care expenses.
Ensure invoices are paid promptly and the Clinical Research Unit (CRU) Management Fee is transferred on a quarterly basis from study revenue to the appropriate accounts.
Close-out studies in a timely manner in compliance with policy and the requirements of the funding agency. Transfer residuals to the team’s hub account.
Work closely with the study team to manage effort and make adjustments as needed to ensure that funding sources are aligned with the effort of faculty and staff.
Facilitate a smooth transition from pre-award to post-award.
Reporting
Provide study teams with financial projections to assist principal investigators [PIs] with planning and maintenance of financial feasibility.
Produce reports and fiscal forecasts regularly with enough detail for study teams to make informed decisions about their research portfolio, accounts and the funds available to support effort and other expenses.
Produce and provide reports as assigned.
Compliance
Maintain financial records per the institutional documents retention guidelines. Monitor reporting compliance.
Actively participate in internal or external audits by providing information and documentation including background information and processes as requested.
Communication
Communicate openly and effectively with leadership, study personnel, and colleagues. Communicate concerns clearly in a professional manner. Respond timely to emails, phone calls and questions.
Escalate issues to others as appropriate, ensure issues are addressed timely.
Articulate and convey financial information honestly, transparently and in an easy to comprehend way providing the context for operational and financial considerations.
Leadership
Serve as an expert resource for colleagues and teammates. Interpret departmental policies and procedures, making decisions on specific operating problems and issuing instructions appropriately. Assist in onboarding new staff. Support colleagues in their project work; encourage completion.
Actively participate and contribute to meetings, especially study and team meetings; apply newly learned information to your work. Attend meetings and conferences as assigned.
Ethics
Summarize and clarify for study teams, the professional guidelines and code of ethics related to the financial conduct of clinical research.
Know and follow financial policies, standard operating procedures [SOPs], regulations and protocol requirements. Attend all assigned and required trainings; earn and maintain required certifications.
And other work as assigned.
The above statements describe the general nature and level of work being performed. This is not intended to be an exhaustive list of all responsibilities and duties required. The intent of this job description is to be representative of the level and the types of duties and responsibilities that will be required of this position and shall not be construed as a declaration of the total specific duties and responsibilities. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Preferences
Duke financial management experience or 1 to 3 years of experience in the management of clinical research projects.
Minimum Qualifications
Education
Work requires communications, analytical and organizational skills requirements. generally acquired through completion of a bachelor's degree program. process. 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 (on-line), Basic Compliance (on-line) within first six months of hire is required. Successful completion of the Research Administration Academy (RAA) is required. 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 Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education
Experience
No experience required for candidates who possess a Bachelor's or position. Master's degree in a field of study directly related to the specific
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