Proposal Assistant

Penn State University • University Park, IL

1d • Hybrid

About The Position

We are searching for an analytical and detail-oriented Proposal Assistant to join the Pricing and Proposal Office in the Applied Research Laboratory (ARL) at Penn State University. The Proposal Assistant supports the submission of research proposals to federal, state, and private funding agencies; works closely with the proposal and award team; ensures that all administrative components of grant proposals are accurate, complete, and submitted on time; and provides support for post award management and tracking. ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply. You will: Assist in the preparation and formatting of proposal documents including budgets, biosketches, current and pending support, and other required forms Gather necessary documentation for proposal submissions Review and compile complete proposal packages, ensuring adherence to sponsor guidelines and University policies Maintain proposal files, including tracking submission timelines, approvals, and post-submission documentation Assist in the receiving, logging, tracking, scanning, and distribution of awards Enter and manage proposal data in electronic research administration systems Assist with monitoring funds for line-item balances and overall balances Provide support in the creation of budget documents for award modifications, revisions, and other budget adjustments Serve as a liaison between investigators and research support offices, providing updates and clarifying submission requirements Explain procedures, forms and formats, definitions, and other requirements for the preparation and submission of budgets Assist in developing tools, templates, and guidance materials for proposal preparation

Requirements

• Microsoft Office (Word, Excel, and Outlook)
• Previous success with collaborations in a diverse, multi-disciplinary, team-oriented culture
• Past success managing multiple projects, initiatives, and tasks with strict deadlines
• Demonstrated ability to work through difficult problems, using proper steps to define and formulate ideas to reach a solution
• Success in an office environment, where various forms of communication, interpersonal, and organizational skills were crucial to be effective
• Demonstrated ability to adapt and adjust quickly and effectively to changing priorities and demands of a fast-paced environment
• Associate Degree
• 4+ years of relevant experience; or an equivalent combination of education and experience accepted

Nice To Haves

• Current eligibility for access to classified information at the Secret level or higher and may be subject to a government background investigation to upgrade clearance eligibility, if required

Responsibilities

• Assist in the preparation and formatting of proposal documents including budgets, biosketches, current and pending support, and other required forms
• Gather necessary documentation for proposal submissions
• Review and compile complete proposal packages, ensuring adherence to sponsor guidelines and University policies
• Maintain proposal files, including tracking submission timelines, approvals, and post-submission documentation
• Assist in the receiving, logging, tracking, scanning, and distribution of awards
• Enter and manage proposal data in electronic research administration systems
• Assist with monitoring funds for line-item balances and overall balances
• Provide support in the creation of budget documents for award modifications, revisions, and other budget adjustments
• Serve as a liaison between investigators and research support offices, providing updates and clarifying submission requirements
• Explain procedures, forms and formats, definitions, and other requirements for the preparation and submission of budgets
• Assist in developing tools, templates, and guidance materials for proposal preparation

Benefits

• Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being.
• In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time.
• One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree