Summary
Overview
Work History
Education
Skills
Affiliations
Certification
Timeline
Generic

Barbara J. Smith

Durham,NC

Summary

Grants and Contracts Administrator professional with a comprehensive understanding of the grant/contract lifecycle. Consistently delivers high-quality results by fostering teamwork and adapting to dynamic project requirements. Known for acumen and meticulous attention to detail. Thorough with strong organizational capabilities. Experienced in handling numerous projects at once while ensuring accuracy. Effective at prioritizing tasks and meeting deadlines.

Overview

2026
2026
years of professional experience
1
1
Certification

Work History

Grants Contracts Manager/Sr Grants Contracts Admin

Duke University
Durham, NC
10.2007 - Current
  • Collaborated with cross-functional teams to develop robust monitoring and evaluation plans that accurately measured project impact.
  • Optimized financial tracking and reporting mechanisms, ensuring compliance with grant requirements and organizational standards.
  • Streamlined grant application processes by implementing efficient tracking systems and organized databases.
  • Enhanced transparency in project progress by producing comprehensive reports on achievements and challenges faced during implementation.
  • Monitored grant expenditures against budgets, ensuring funds were utilized appropriately and within scope of funded projects.
  • Implemented innovative solutions to overcome obstacles faced during project execution, ensuring goals were met effectively.
  • Mentored junior staff members, sharing expertise in effective grant management strategies.
  • Tailored grant proposals to meet specific funder requirements, increasing approval rates with customized submissions.
  • Coordinate work for the group, ensuring proper distribution of assignments and adequate manning, space, and facilities for subsequent performance of duties.
  • Developed and maintained relationships with funders to ensure ongoing support, using effective communication and timely reporting.
  • Streamlined application reviews for faster decision-making, leading to higher volume of processed grants.
  • Ensured compliance with donor guidelines, minimizing errors in reporting, and enhancing the organization's reputation.
  • Monitored project timelines closely, ensuring timely completion of tasks to meet donor deadlines.
  • Optimized resource utilization by reallocating resources as needed based on changing priorities.
  • Analyzed grant agreements to ensure compliance with financial and programmatic requirements, avoiding potential conflicts or issues.
  • Established comprehensive database for tracking grant opportunities and deadlines, ensuring no missed applications.
  • Established a reputation as an expert Grants Manager by participating in conferences, webinars, and other professional development opportunities.
  • Improved team collaboration with introduction of project management tools, facilitating better coordination in grant applications.
  • Supervise and coordinate work for the group, ensuring the proper distribution of assignments and adequate staffing, space, and facilities for the subsequent performance of duties.
  • Review and approve submitted proposals before routing them to Central Offices for Institutional review and approval.
  • Submit reports to the Divisional Administrator/Business Manager when requested
  • Work with the Divisional Administrator/Business Manager to prepare and submit the yearly departmental FY budget to the School of Medicine.
  • Recommend various personnel actions, including, but not limited to, hiring, training, performance appraisal, promotions, transfers, and vacation schedules.
  • Met with PI/Faculty to discuss portfolios, issues, and available funding
  • Oversee and approve all pre- and post-award activity and serve as the point person for staff and PIs on grants and contract issues.
  • Gather and report information for all divisional-level reporting of overdrafts, closeouts, and effort.
  • Conducting research staff meetings with GCA, DA, and Financial Analyst
  • Liaison with various departments and outside agencies: SAP Department Administrator-SPS, R/3, Buy@Duke
  • Guide to the PI on the requirements of the IRB, IACUC, COI, and IBC.
  • Perform bi-annual and annual performance evaluations
  • Serves as the point person for team members on grants and contracts issues as well as questions related to university guidelines.
  • Review proposal submissions for compliance with export controls.
  • Manage the subcontract process with ORA/ORS and collaborating organizations.
  • ·Develop budgets and budget justifications, which include proofing the budget for inconsistencies, ensuring accuracy and consistency between budgets and budget justifications, which include sub-recipient information secured from sub-agreements.
  • Advise the PI on administrative requirements in preparing proposal submissions.
  • Prepare, coordinate, and review certain proposal elements (biosketches, abstracts, all required submission documents) for consistency, accuracy, and completeness.
  • Monitor compliance with agency and University regulations regarding submission; verify all financial information to include application of appropriate overhead rate for project

Administrative Clerk Sterile Processing Department

Duke Medical Center
Durham, NC
2005 - 2007
  • ·Keep account of all case cart revenue for Duke North and Eye Center Sterile Processing Departments:
  • Keying charges and Credits
  • ·Maintaining Daily and Monthly Reports
  • ·Updating Excel spreadsheets with report information
  • ·Preparing and entering request for materials
  • ·Ordering supplies and instruments in SAP and from vendors for Duke North and Eye Center Operating rooms and Sterile Processing Department
  • Inventory and key charges for pacemakers and pacemaker case cart
  • Entered data into system and updated customer contacts with information to keep records current.
  • Safeguarded sensitive information by maintaining strict confidentiality protocols when handling personnel files or company documentation.
  • Input data and processed system change to generate accurate reports.
  • Communicated with customers via phone and email to confirm deliveries and respond to inquiries.
  • Supported auditors by efficiently compiling requested documentation.
  • Assisted in budget preparation, gathered necessary documentation and performed initial analysis to support financial planning.
  • Input data into spreadsheets and databases.
  • Compiled and analyzed data to produce reports.
  • Edited and proofread documents for accuracy and completeness.
  • Monitored and tracked budgets and expenses.

Charge Control Clerk II

Duke Ambulatory Surgery Center
1999 - 2005
  • Perform complex clerical activities processing patient charges at Duke Ambulatory Surgery Center:
  • Key Revenue for OR, PACU, RCC, Pharmacy, Anesthesia
  • Set up and maintain a control file for all charges, including both manual and computerized transactions.
  • Prepare daily and monthly reports for ASC, PRMO.
  • Report Express Editor
  • Responsible for Payroll of Monthly and Biweekly Personnel
  • Trained Personnel

Education

Bachelor of Science - Business Management- Accounting Concentration

Fayetteville State University
Fayetteville, NC
1989

Skills

  • GAP Accounting Principals, Cost Accounting, budgeting, Analysis
  • Compliance and Export Control
  • Training, supervision, leadership
  • Ability to learn changing technologies related to grants and contracts management
  • Agency Experience: NIH (various institutes), DOD, NSF, DARPA, and other federal agencies, various private foundations, and industry partners Internal and external (Marcus, Gilead, AHA, ADA, Amyloidosis, American Cancer Institute, Burroughs Wellcome, Valley, Brain Foundation, Arnold and Mabel Beckman Foundation, Sloan Fellowships, Howard Hughes Fellowships
  • Problem-solving, Reliability
  • Multitasking, Time management
  • Effective communication, Verbal and Written
  • Critical thinking, Attention to detail, Organizational skills
  • Team collaboration, Dispute resolution
  • Outlook, solid working knowledge of MS Office Suite (Word, Access, Excel, PowerPoint)
  • ERA Commons, GrantsGov, SciENcv, ASSIST

Affiliations

Society Research Administrators International

North Carolina Society for Research Administrators (NCSRA)

Certification

Research Costing and Compliance (RCC) Certification

Advanced Grant Management (AGM) Certification

Research Administration Academy (RAA) Certification

Timeline

Grants Contracts Manager/Sr Grants Contracts Admin

Duke University
10.2007 - Current

Administrative Clerk Sterile Processing Department

Duke Medical Center
2005 - 2007

Charge Control Clerk II

Duke Ambulatory Surgery Center
1999 - 2005

Bachelor of Science - Business Management- Accounting Concentration

Fayetteville State University

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