Clinical Grants and Contracts Adminstrator

Working title – Clinical Grants and Contracts Administrator

 

 

This posting is specifically for a Clinical Grants and Contracts Administrator (cGCA). This position is assigned to the Department of Medicine Clinical Research Unit and will report directly to the Finance Practice Manager.

 

The Department of Medicine Clinical Research Unit (CRU) sits within the Medicine Office of Research, the largest central departmental research administration and operations organizational unit within the School of Medicine. We take a cradle-to-grave approach whereby Grants & Contracts Administrators (GCA) manage both pre- and post-award activities across an assigned portfolio. While the clinical GCAs are within the specific CRU reporting structure, the CRU belongs to a much larger more matrixed team environment where cross-functional teamwork and positive working relationships are paramount to our collective success.

 

– Read and interpret clinical trial study documents including protocol, budget, contract, informed consent, and laboratory manual.

– Develop study budgets and prepare compliant internal cost assessments (ICAs), paying close attention to research expenditures and using the tools and resources provided by the University.

– Develop and review contract budget and payment terms and negotiate the most favorable terms for the institution, in coordination with clinical study investigators and their study team, departmental grants staff and appropriate institutional offices.

– Reconcile costs related to study participant enrollment in the Clinical Research Management System (OnCore).

– Prepare, process and/or approve requests for human participant payments, ensuring timeliness and compliance with applicable Duke and external policies, procedures, rules and regulations.

– Prepare a monthly accounts receivable (AR JV) summary reflecting accrued enrollment and revenue received for each fiscal period.

– Manage and oversee project revenue, invoicing, accounts receivable monitoring, collection and deposits.

– Prepare and process cost transfers for timely expense management of assigned fund codes per departmental and institutional guidelines.

– Reconcile patient care expenses from the electronic medical record (Maestro Care) to our financial reporting system (SAP R/3) for assigned fund codes per departmental and institutional guidelines.

– Advise faculty and divisional staff on administrative and financial requirements in preparing grants, contracts and other research agreements, including timelines and deadlines for both University and sponsor.

– Provide guidance to faculty and divisional staff on the requirements of the IRB, IACUC, COI, IBC and other research-related regulations.

– Compile, maintain and analyze financial data which may include special projects and metrics.

– Monitor sponsor, regulatory and institutional compliance with contract terms and institutional policies and procedures.

– Perform other duties as assigned to ensure efficient and effective research support in the Department of Medicine.

 

 

Work requires communications, analytical and organizational skills generally acquired through completion of a bachelor's degree program. Prior experience in the conduct of clinical research and/or budget/proposal management experience 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 process.

 

Upon successful completion of expected training, the employee must maintain certification(s) by completing continuing education requirements.

 

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.

 

– Must have a clear understanding of accountability and possess the ability to prioritize multiple projects/tasks simultaneously to ensure timely completion.

– Must be resourceful, customer-service and solution-oriented, and have an innate ability to work independently in a flex/remote environment.

– Experience with financial accounting and/or reporting preferred.

– Ability to consume information and formulate recommendations.

– Demonstrated skills in analyzing data and formulating conclusions; full command of MS Office Suite with significant comfort and proficiency in Excel.

– Ability to effectively communicate both verbally and in writing with all levels of the organization.

– Significant grasp on appropriate escalation when issues arise.

– Ability to learn changing technologies related to grants and contracts management.