Proposal Manager, Office of Research Administration

Colorado School of Mines•Colorado, CO

3d•$89,500 - $95,000•Hybrid

About The Position

Colorado School of Mines (Mines) invites applications for a Proposal Manager within the Office of Research Administration (ORA). This role is a key member of the Proposal Analyst unit, serving as a resource to faculty to ensure compliant research and sponsored proposal submissions. The Proposal Manager will lead faculty and administrators in the administration of sponsored research, focusing on the submission of funding proposals to external organizations. With support from the Assistant Director, this position manages a team of Proposal Analysts, monitoring the schedule and development of sponsored project proposals. A critical responsibility includes maintaining an accurate database of proposals for access by ORA, campus organizations, faculty, department heads, deans, and central administration. The role demands critical thinking to interpret proposal guidelines and sponsor expectations, develop compliant proposal budgets, determine proposal readiness for submission, and sign/submit proposals on behalf of the School by deadlines. Additionally, the position is responsible for providing formal and informal training to faculty and administrators. This position requires on-campus presence several days per week.

Requirements

Baccalaureate degree in business or related field
Six years of experience in research administration
Demonstrated customer service skills
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 using problem-solving skills to make independent decisions
Outstanding interpersonal and communication skills
Skill in establishing and fostering a cooperative work environment
Self-motivated and ability to multitask to meet deadlines
Currently authorized to work in the United States

Nice To Haves

Advanced degree in research administration, business administration, or related field
Seven or more years of experience in research administration
Experience working in an Institute 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 external funding to ensure compliance with School, state of Colorado, and sponsoring agency regulations.
Determine proposal completeness by verifying all agency and School requirements are met and necessary forms/certifications are prepared.
Submit approved proposals on behalf of Mines by the sponsor-mandated deadline.
Coordinate information dissemination and proposal submission for School’s subrecipients, subcontractors, or third-party contributors, accurately incorporating their proposals into the School’s submission.
Create institutionally approved proposal budgets by applying knowledge of cost information, School and agency policies, determining allowable costs, coordinating cost waivers, and verifying institutional funds for cost matching.
Recommend changes to faculty if costs are determined unallowable.
Perform cost negotiations with project sponsors, including justification of costs and explanation of school policies and business practices.
Directly supervise the proposal analyst unit (4-8 Full Time Employees), with authority to hire, evaluate performance, and resolve personnel concerns, with support from the Assistant Director.
Determine proposal prioritization based on sponsor deadline, complexity, School policy, and staff resources.
Effectively manage workloads and priorities for the Proposal Analyst unit to ensure timely submission of proposals.
Provide training to Proposal Analysts and faculty on proposal requirements, federal regulations, allowable costs, statements of work, indirect costs, etc., with support from the Assistant Director of Pre-Award.
Provide assistance and guidance to Proposal Analysts facing unusual situations or problems.
Work with the Assistant Director of Pre-Award to establish, document, disseminate, and review efficient business policies and procedures for the proposal team, ensuring best business practices.
Serve as the final decision-maker regarding proposal accuracy and completeness.
Use authority to sign sponsor representations and certifications, including standard federal representations and certifications, Letters of Commitment, and cost share.
Determine and maintain proposal creation and submission information on the website.
Work with the data repository team to implement and maintain proposal-related software.
Ensure accurate data entry into the data repository.
Follow up with faculty to ensure timely completion of all data repository sections.
Track all proposals through the data repository, review, and provide final approval.
Communicate daily with faculty to ensure all proposal submission information, including budgets and supporting documentation, adheres to School and sponsor guidelines.
Interpret and explain federal, School, or state regulations and policies to faculty and personnel to facilitate understanding of the proposal process.
Educate and train sponsoring agencies and external personnel on federal and state policies, ORA procedures, and School policy.
Provide formal and informal training to faculty and departmental staff on school policy, procedures, and sponsoring agency rules related to proposal submission.
Actively participate in office-wide process evaluation and reengineering efforts.
Critically evaluate processes and procedures for efficiency and optimal resource utilization, making recommendations and leading improvement efforts.

Benefits

Flexible health and dental care options
Generous sick/vacation time
13 paid holidays per year (including a week-long winter break)
Fully vested retirement plan on first day of employment with generous employer contribution
Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
Free RTD Ecopass
Access to discount programs through the State of Colorado
Free tickets for Mines Athletics home games
Access to the state-of-the-art Recreation Center (fitness classes and training, swimming pool, equipment rentals)
On-campus daycare center