administrative manager - Durham, United States - Duke University

Description

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.

Administrative Manager

The Pratt School of Engineering at Duke University is one of the fastest rising, highly ranked engineering schools in the nation. The school consists of four departments with 130 tenure-track faculty members, 1250 undergraduate students, 1400 master's students, and 600 PhD students. Housed within a university renowned for its programs in the liberal arts, medicine, business and law, Pratt prepares future engineering leaders to address complex challenges with solutions that take into account the complexities and nuances of implementing them. Pratt takes a whole-student approach to education, ensuring students are well supported throughout their journeys and graduate with the grit and determination required to persevere in their careers and their lives. Pratt is dedicated to the values of diversity, equitability, inclusivity and community in its pursuit of knowledge and service to society.

Occupational Summary

This position functions as the leader that manages the growth of Pratt faculty pursuing large center-scale research programs, such as through large grants and contracts spanning multiple disciplines and faculty. The position is in the Pratt School of Engineering Dean's Office and works closely with Departments and Units. Pratt has a large, complex, diverse, and rapidly growing portfolio of research grants and contracts. Analysis and reporting of activities and trends, as well as supporting initiatives to promote sponsored research proposal opportunities.

Work Performed

Research Development and Analytics: 50%

• Engage and support fully faculty pursuing large-scale interdisciplinary initiatives and applications.
• In conjunction with Pratt leadership, work with other research development and/or grants administration leaders across campus to identify opportunities to strengthen faculty proposals and work collaboratively to implement solutions.
• Generate quarterly reports of grant submissions, success rate, and funding trends across the school, departments, faculty rank, agencies, etc., with the goal of creating prediction models; analyze the school's financial standing compared to other engineering schools (ASEE).
• Partner with multiple offices across Duke to identify new funding opportunities for Pratt faculty and prepare funding opportunity lists to be distributed school-wide.
• Support initiatives across Pratt to engage faculty and support their research endeavors; this includes identifying funding webinars, training for junior faculty, workshops for future initiatives, requests for information, etc.
• Establish project management plans for complex awards and oversee delegation to external project management services when appropriate.

Research Proposal Support 30%

• Work with individuals at all levels in the proposal development process (e.g., PIs and their teams, members within the Office of Campus Research Development (ORCD), Duke leadership, departmental grant managers, ORS representatives) for large and complex submissions to ensure successful integration of all grant application components and full compliance with all funding program and sponsor requirements.
• Develop and implement project management plan(s) for proposals in partnership with the PI and senior-level grants administrator.
• Provide temporary pre-award support for departments based on workload, leaves, and/or vacancies.
• Review agency program goals and guidelines to ensure all proposals align with both agency and institutional goals and capabilities.
• Serves as the point person for team members across Pratt on general and contract issues as well as questions related to university guidelines.
• In coordination with departments, provide additional pre-award support for large, complex proposals involving multiple PIs, Duke departments, and/or external institutions.
• Manage the subcontract process with ORA/ORS and collaborating organizations.
• Advise PIs on administrative requirements in preparing proposal submissions.
• Prepare, coordinate, and review certain proposal elements (biosketches and facilities and resources) for consistency, accuracy, and completeness.
• Monitor compliance with agency and university regulations regarding submission; verify all financial information to include the application of the appropriate overhead rate for the project.
• Monitor proposal status and advise the PI on requirements and deadlines associated with research protection protocols.
• Maintain financial records per the institutional document retention guidelines.
• Interpret Pratt School and departmental policies and procedures, making decisions on specific operating problems and issuing instructions on behalf of the unit.
• Monitor compliance with agency and university regulations regarding reporting. Utilize tools available to monitor compliance with Duke policies for Pratt awards and proposals.

Data Analysis and Training: 20%

• Manage the US News & World Report (USNWR) and American Society for Engineering Education (ASEE) annual survey data collection and submission for Pratt.
• Prepare and submit reports to the Associate Dean of Finance and Administration and the Associate Dean for Research and Infrastructure when requested; reports may have a sponsored research focus such as trend data for faculty proposals and awards.
• Lead quarterly Pratt-wide meetings on sponsored research-related topics. Coordinate professional development opportunities and community building programs for Grants and Contracts team members across Pratt.
• Provide onboarding and training support for new Grants and Contracts team members across Pratt.
• Partner with members of the Pratt leadership team on special projects and initiatives; special projects will be determined based on an individual's experience and may be in the areas of general administration, finance, data processing, tool and resource development, and/or policy development.

Supervisory Responsibilities: Mentor and provide training support to all grant and contract positions and support personnel across the Pratt School of Engineering.

Minimum Qualifications

Education
Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Preferred Training: Research or grants education and/or certification is strongly preferred. Successful completion of the Duke's Research Administration Academy (RAA) and Advanced Grants Management (AGM), are preferred. Employees hired into this classification without the expected credentials will work closely with their manager to schedule and successfully complete all training (12 months to complete RAA and an additional 6 months to complete AGM). Successful completion of all expected training will be an annual performance goal until complete. Certified Research Administrator preferred.

Experience
Work requires 4 years related business or administrative experience to acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative functions.
A master's degree in a business-related field may be substituted for 2 years' experience. OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE

Essential Skills

1. Regarding identifying funding opportunities:
a. Provide guidance in identifying appropriate extramural research funding opportunities.
b. Understand, explain, and clarify various sponsors' proposal requirements and review processes.

2. Regarding research compliance responsibilities:
a. Ensure compliance with sponsor requirements.
b. Coordinate and collaborate with proposal development functions with the PI, their teams, departmental grants administrators, and ORS to ensure timely and compliant proposal submissions.
c. Ability to propose and track both cost share and institutional commitments.

Duke is an Affirmative Action/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, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, 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 provision for requests for reasonable accommodation will be provided by each hiring department.

Minimum Qualifications

Education

Work requires a general business background generally equivalent to a bachelor's degree in a business-related field.

Experience

Work requires 4 years related business or administrative experience to EXPERIENCE OR ANY OTHER EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR functions. acquire competence in applying general personnel practices, accounting and budgeting principles and coordination of major administrative. A master's degree in a business-related field may be substituted for 2 years experience.

Duke is an Affirmative Action/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, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, 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 essentialjob 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.