Proposal Manager, Office of Research Administration

Colorado School of Mines•Colorado, CO

5d•$89,500 - $95,000•Hybrid

About The Position

Colorado School of Mines’ Office of Research Administration (ORA) seeks a Proposal Manager to manage sponsored research and other proposal submissions to external organizations. The role is a lead resource for faculty and administrators, ensuring proposals comply with School, state, and sponsor requirements. The manager reviews proposal guidelines, develops compliant budgets, determines readiness, signs and submits proposals by deadlines, and provides training to faculty and department administrators. With support from the Assistant Director, the Proposal Manager directly supervises the Proposal Analyst unit, a team of 4–8 full-time employees. The manager oversees proposal schedules, priorities, workloads, and quality; maintains proposal information in institutional systems; and serves as the final decision-maker on proposal accuracy and completeness. The position also supports process improvement, policy and procedure development, sponsor and faculty communications, and training on proposal requirements and regulations. Hybrid work may be available, with on-campus presence required at least three days per week. Candidates must be currently authorized to work in the United States; visa sponsorship is not available.

Requirements

Baccalaureate degree in business or a related field.
Six years of experience in research administration.
Demonstrated customer service skills and ability to work effectively with a wide range of constituencies in a diverse community.
Ability to meet multiple deadlines.
Advanced experience using databases, presentation software, and enterprise financial systems.
Advanced experience critically analyzing information and applying problem-solving skills to make independent decisions.
Outstanding interpersonal and communication skills.
Skill in establishing and fostering a cooperative work environment.
Self-motivation and ability to multitask to meet deadlines.
Currently authorized to work in the United States; visa sponsorship is not available.

Nice To Haves

Advanced degree in research administration, business administration, or a related field.
Seven or more years of experience in research administration.
Experience working in an institution of higher education.
Knowledge and experience implementing research regulations for various federal sponsors.
Proposal development experience for both federal and non-federal sponsors.

Responsibilities

Review research and other sponsored proposals for compliance with School, Colorado state, and sponsor requirements; confirm completeness and prepare required forms and certifications.
Submit approved proposals on behalf of Mines by sponsor deadlines.
Coordinate proposal information and submissions for subrecipients, subcontractors, and third-party contributors, incorporating their proposals and budgets accurately.
Work with faculty to develop institutionally approved budgets, determine allowable costs, coordinate cost waivers, verify cost-sharing resources, and recommend changes for unallowable costs.
Negotiate project costs with sponsors, including explaining cost justifications, School policies, and business practices.
Directly supervise the Proposal Analyst unit of 4–8 full-time employees, including hiring, performance evaluation, and resolution of personnel concerns.
Prioritize proposals according to deadlines, complexity, School policy, and staffing resources; manage workloads to support timely submissions.
Train and advise Proposal Analysts and faculty on proposal requirements, regulations, allowable costs, statements of work, indirect costs, and unusual situations.
Work with the Assistant Director of Pre-Award to establish, document, disseminate, and review efficient proposal-team policies and procedures.
Make final decisions on proposal accuracy and completeness and sign sponsor representations and certifications, including federal representations, Letters of Commitment, and cost-share materials.
Determine and maintain proposal creation and submission information on the website.
Work with the data repository team to implement and maintain proposal-related software and ensure accurate repository data.
Follow up with faculty to ensure they complete required repository sections within ORA timelines; track proposals and provide final approval when ready.
Communicate with faculty about proposal information, budgets, and supporting documentation to ensure compliance with School and sponsor guidelines.
Interpret and explain federal, School, and state regulations and policies to faculty and other School personnel.
Communicate with sponsoring agencies and external personnel regarding policies, directives, ORA procedures, and School policy.
Provide formal and informal training to faculty and departmental staff on School procedures and sponsor rules related to proposal submissions.
Participate in office-wide process evaluation and reengineering; assess efficiency and resource use, recommend improvements, and lead approved improvement efforts.

Benefits

Flexible health and dental care options.
Generous sick and vacation time, including 13 paid holidays per year and a week-long campus winter break.
Fully vested retirement plan from the first day of employment, with an employer contribution.
Tuition benefits: six credits per year for employees and a 50 percent discount for dependents.
Free RTD Ecopass.
Discount programs through the State of Colorado.
Free tickets for Mines Athletics home games.
Access to the Recreation Center, including fitness classes, training, and a swimming pool.
Equipment rentals through the Outdoor Recreation Center.
On-campus daycare center.