Grants and Contracts Administrator

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.

The Duke Quantum Center (DQC) is seeking a detail-oriented and collaborative Grants and Contracts Administrator who will provide comprehensive pre- and post-award support for sponsored research activities. This role partners closely with faculty and Principal Investigators (PIs) to ensure the accurate preparation, submission, and management of grants and contracts in compliance with sponsor, federal, and University requirements.

The Research Administrator will manage a portfolio of complex awards, applying strong analytical, technical, and regulatory expertise to support financial stewardship, operational excellence, and the advancement of quantum research initiatives.

Minimum Requirements:

This role requires strong communication, analytical, and organizational skills, along with the ability to manage multiple priorities in a fast-paced research environment. These skills are generally acquired through completion of a bachelor's degree program.

Preferred Qualifications:

Demonstrated experience in pre-award and/or post-award grants management within a research-intensive environment, preferably at Duke or a comparable institution. Strong knowledge of federal regulations, sponsor requirements, and University policies governing sponsored research. Ability to analyze financial data, manage complex budgets, and provide clear guidance to faculty and leadership. Experience using research administration and financial systems such as SPS, SAP, Grants, Duke@Work, and SES. Proficiency in Microsoft Office Suite and cloud-based platforms, with the ability to quickly learn evolving technologies related to grants and contracts management.

This position offers a hybrid work arrangement that includes both on-site and remote work and requires residing in a Duke University-approved state.

Be Bold.

Position Description:

Provide comprehensive pre-award administration by advising Principal Investigators on administrative, financial, and institutional requirements related to proposal preparation and submission, developing and justifying proposal budgets, reviewing proposal components for completeness and accuracy, verifying indirect cost rates and financial data, and ensuring proposals routed through institutional systems receive proper approvals and meet sponsor, federal, and University compliance standards. Track proposal timelines and guide investigators on submission deadlines and research protection protocol requirements.

Manage post-award financial and grant administration activities from award set-up through closeout, including monitoring fiscal performance, analyzing expenditures, identifying potential issues, recommending and processing budget revisions, administering cost-sharing commitments, reconciling monthly financial statements, preparing cost transfers, and submitting rebudgeting or award modification requests as project or sponsor needs evolve. Ensure appropriate charging of expenses, accurate revenue recording, effective management of overdrafts, and timely completion of sponsor and University reporting requirements.

Coordinate subrecipient administration by establishing financial and reporting requirements, facilitating issuance and monitoring of sub-agreements in collaboration with ORA and ORS, reconciling subrecipient budgets, and ensuring receipt of required financial and technical reports prior to closeout.

Apply federal and University regulations related to effort allocation, costing principles, and financial stewardship for personnel supported in whole or in part by sponsored funds, ensuring compliance with all applicable guidelines throughout the award lifecycle.

Provide administrative, compliance, and operational support by developing and maintaining project management plans, reviewing site-based research charge assignment grids, maintaining financial and administrative records in accordance with document retention policies, ensuring proper handling and recording of sponsor payments in compliance with University cash-handling standards, interpreting departmental policies, resolving operational issues, and preparing financial and administrative reports for the Program Director, Principal Investigator, or senior leadership as requested.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Choose Duke.

Join the Duke Quantum Center (DQC) and be part of a collaborative environment that brings together top researchers in quantum information science and engineering. Our state-of-the-art quantum computing facility supports groundbreaking research and the practical application of quantum technologies. This position offers a unique opportunity to join our team, engage with interdisciplinary faculty, students, and engineers, and contribute to innovative solutions that advance the center's mission and impact.