Information Needed for Setting Salaries and Extending Offers

Required Information

The following information will need to be provided to the Provost’s management center and the Medical Center management center (SoM and SoN) for salary review and approval:

  • Resume for candidate
  • Calculation of education and experience
  • Certifications held
  • Proposed tier (Grants and Contracts Administrator only)
  • Internal equity (employee name, job title, tier, education, experience, certifications, current salaries, and other incumbents within the same classification)
  • Desired salary

Resumes

Resume will need to include the following information:

  • Complete list of all positions held by the employee
  • Each position should list the start and end date for that role (including month and year)
  • Part-time positions should be identified
  • Information on the duties and responsibilities for each of the positions should be listed on the resume
  • All education should be listed (including the month and year it was completed)
  • View a pdf sample resume

Relevant Education Guidelines

  • Employees should receive credit for relevant education above the minimum qualifications. For the exempt grants and contracts job classifications, Masters = additional 2 years of experience credit, Doctorate = additional 3 years of experience credit.
  • Employees may receive credit for international education and experience; education should be validated by a professional organization that evaluates educational credentials from other countries in terms of education at accredited institutions in the United States (example: Education International, Inc.). This experience & education will be reviewed on an individual basis.

Relevant Experience Guidelines

  • Experience must be in a paid position (no experience credit provided for volunteer work or internships that are part of a degree program)*
  • Experience in a part-time position should be pro-rated based on FTE (full-time is considered 36 or more hours per week)
  • Experience in a position that is only partially grants and contracts (40%-75% of the role) should be given 50% of the credit outlined below
  • Experience should be counted in years and months
  • Do not count the same year of twice (make sure dates do not overlap on the resume)
  • If someone has a partial month credit because you have provided partial credit, round up. Ex. 5 years and 2.5 months = 5 years 3 months. The rounding should take place once the total relevant experience has been calculated.

* With prior approval from the management centers, work experience credit may be recognized for certain unpaid relevant experience such as Teach for America and Peace Corps.

Direct Experience

Experience Sr. Grants &
Contracts
Manager
Grants &
Contracts
Manager
Grants &
Contracts
Administrator
Research
Administration
Specialist
Direct Experience: Prior experience that is the same or very similar to the responsibilities outlined in the Duke job description
Examples of Direct Experience
Grants and Contracts - Management (full-time grants administration and managing staff) Full Full Full Full
Grants and Contracts - Administrator (full-time grants administration) Full Full Full Full
Grants and Contracts - Support (ex. Research Administration Specialist, Staff Assistant, Staff Specialist or other Administrative role that is full-time grants and contracts support) Half Half Half Full
Indirect Experience: Prior work experience that is indirectly relevant to the responsibilities outlined in the Duke job description. Responsibilities support research but are not necessarily referenced in the Duke job descriptions for research administration
Examples of Indirect Experience
Related to Management: Exempt managerial experience that primarily supervises a group of employees with hire, fire, performance management, salary setting, etc. Full Full Partial, not to exceed half Partial, not to exceed half
Related to Post Award Exempt Duties: Exempt experience primarily (75% or more of the time) performing duties related to financial reporting, financial analysis, accounting, etc. (Ex. Accounting Manager, Financial Analyst, Project Manager, or other Financial role) Full Full Full Full
Related to Post Award Non-Exempt Duties: Non-Exempt experience primarily (75% or more of the time) on budgets and finance (Ex. Staff Assistant, Staff Specialist, Accounting Specialist, or other administrative role) Half Half Half Full
Related to Pre Award Exempt Duties: Exempt experience primarily (75% or more of the time) performing duties related to grant writing or editing, research coordination of or related to grants, support of a faculty member with a significant grant portfolio where a large portion of the time is spent on various aspects of supporting the research, etc. (Ex. Administrative Manager, Program Manager, Administrative Coordinator, etc.) Full Full Full Full
Related to Pre Award Non-Exempt Duties: Non-Exempt experience primarily (75% or more of the time) performing duties such as research coordination, support of a faculty member with a significant grant portfolio where a portion of the time is spent on various aspects of supporting the research (Ex. Staff Assistant, Staff Specialist, or other administrative role) Half Half Half Full
Indirect Experience - No Credit
Other secretarial or administrative office experience including general office work No Credit No Credit No Credit No Credit

Examples

  • Lawyers: if practicing law related to contracts, regulatory, compliance, it may be appropriate to provide full credit
  • Librarians: if practicing as a Research Librarian, it may be appropriate to provide full credit
  • If performing clinical research, IRB, regulatory, compliance work, it may be appropriate to provide full credit
  • Research: if conducting research and also submitting grants for their research, it may be appropriate to provide partial credit.

Additional Resources