Proposal Coordinator

Health Management Associates•Lansing, MI

About The Position

At Health Management Associates, our mission is to improve the health and well being of individuals and communities by making healthcare, and the human services that support it, more accessible, equitable, and effective. Our proposal center supports that mission by responding to competitive solicitations with compelling, compliant proposals. As a proposal coordinator, you’ll be the engine behind that work, building polished Word templates, organizing materials in SharePoint, routing forms and required materials for cross departmental review, tracking every requirement and deadline, and helping deliver high-quality documents our teams are proud to send. If you love bringing order to complexity, communicating proactively, and learning modern tools (including the responsible use of AI), you’ll thrive here. Under general supervision and guidance of a senior proposal manager, the proposal coordinator position focuses on supporting development of low-risk, compliant, accurate, and complete competitive proposals. Work includes proposal tasks and issues of moderate scope and complexity and requires exercising judgment in accordance with defined procedures and practices utilizing information from internal and external sources.

Requirements

Minimum of a bachelor’s degree in business or related discipline or equivalent experience is required.
Minimum of 2 years of similar business experience is required.
Exceptional attention to detail and organizational skills.
Solid time management skills.
Excellent oral and written communication skills.
Strong customer service skills.
Superior interpersonal skills.
Enthusiasm for working closely with others in a team environment.
Ability to multi-task and adhere to strict deadlines.
Ability to manage significant recurring responsibilities with unpredictable short-term demands.
Ability to be proactive, flexible, and able to switch gears quickly from one project to the next.
Capable of handling confidential information in a discrete manner.
Able and willing to work extended hours to meet deadlines.
Proficient in MS Office applications (Microsoft Word, Excel, PowerPoint), SharePoint, and Adobe Acrobat.

Nice To Haves

APMP, Shipley training or equivalent certification is preferred.
Vantagepoint, Salesforce, or other CRM experience is a preferred.
Familiarity with CRM systems and use of AI tools and their application for research is a plus

Responsibilities

Initiate and coordinate the proposal development process in consultation with the assigned senior proposal manager: Set up and manage SharePoint folders for individual proposals and storage of related materials. Starting with a master template format in MS Word, generate proposal response templates in accordance with RFP instructions for required sections and subsections. Complete appropriate and thorough CRM data entry. Review and submit questions relating to the proposal and other necessary proposal documentation in accordance with solicitation instructions.
Support consulting teams in developing content by responding to inquiries, distributing Q&A, replying to status requests, and maintaining regular communication on open active proposal efforts. Support consulting teams by responding to inquiries, distributing Q&A, replying to status requests, and maintaining regular communication on active proposals.
Prepare administrative and other content for inclusion in the proposal response: Insert final draft responses to all administrative questions in the proposal template, using AI and past responses, following up with other internal departments, as needed. Research and incorporate into the proposal template bios, resumes, experience, project examples, references, and other reusable content into the proposal template as requested.
Assist the proposal manager with the preparation of tables, charts, and graphics
Perform initial risk management assessment on terms and conditions and other RFP sections addressing vendor commitments: Highlight potential concerns and research how we have addressed similar questions in past proposals. Send relevant RFP sections to legal counsel and other departments (e.g., contracts, accounting, finance, HR, IT) with detailed notes for their review and approval, highlighting specific concerns and questions, and following up until resolution is complete. Complete relevant administrative forms, such as signature sheets, legal documents, financial forms, and HR policies, once approvals are obtained from relevant departments.
Prepare and submit final proposal response: Conduct final formatting, quality checks, and assembly of proposals for production, ensuring compliance with solicitation documentation and submission within the required timeframe. Complete the final production and submission of proposals, including: Final quality check and fatal flaw review changes. Posting or electronic submission in alignment with RFP requirements. Hard copy printing, assembly, and shipping. Confirmation and documentation of receipt. Save final version of submitted proposal on shared drive and within the database. Send final submitted proposal notice to proposal team members and company leaders.
Coordinate post-submission Activities Tracking the status of pending proposals. Scheduling and supporting interviews. Assisting in preparing materials for BAFOs. Distributing award/loss notifications. Freedom of Information requests
Training and Documentation Assist in training new colleagues. Document and maintain routine policies and procedures, create new policies and procedures as new administration issues are identified, and participate in departmental performance improvement projects. Complete cross-training in areas identified by the proposal center director upon request. Participate in performance improvement projects and complete cross-training in areas identified by the proposal center director.
All other duties as assigned.