Proposal Manager, Office of Research Administration

Colorado School of Mines

3d • $80,658 - $89,621 • Onsite

About The Position

Engineering a world of possibilities Mines invites applications for a Proposal Manager, responsible for the management of research and other sponsored proposals through the Office of Research Administration (ORA) at Colorado School of Mines (Mines). This position is a key member of the Proposal Analyst unit and serves as a resource to faculty to ensure compliant proposal submissions. The Proposal Manager will serve as a lead resource to faculty and administrators in the administration of all sponsored research, specifically the submission of funding proposals to external organizations. The Proposal Manager, with support from the Assistant Director, manages a team of Proposal Analysts by monitoring the schedule and development of sponsored project proposals for Mines. This position will also be responsible for maintaining an accurate database of proposals which will be accessed by ORA and other organizations on campus, including individual faculty members, department heads, deans and central administration. This position requires critical thinking skills to review and interpret proposal guidelines and sponsor expectations and is responsible for developing compliant proposal budgets, determining that a proposal is ready for submission, signing and submitting proposals on behalf of School by deadline, and providing formal and informal training to faculty members and department administrators. This position requires on campus presence several days per week.

Requirements

• Baccalaureate degree in business or related field
• Six years experience in research administration
• Demonstrated customer service skills, the ability to work effectively with a wide range of constituencies in a diverse community and 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 in order to make independent decisions
• Outstanding interpersonal and communication skills
• Skill in establishing and fostering a cooperative work environment
• Self-motivated and ability to multitask in order to meet deadlines

Nice To Haves

• Advanced degree in research administration, business administration, or related field
• Seven or more years 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

• Proposal Submissions Review research and other sponsored proposals for external funding to assure that the proposals comply with School, state of Colorado, and sponsoring agency regulations.
• Determine the completeness of proposals by ensuring all agency and School requirements are met and necessary forms and certifications are prepared.
• Submit approved proposals, on behalf of Mines, by the sponsor mandated deadline.
• Coordinate the information dissemination and proposal submission process for the School’s subrecipients, subcontractors, or third-party contributors.
• Accurately incorporate the subrecipient’s proposal into the School’s proposal and budget.
• Work with faculty to create institutionally approved proposal budgets by applying knowledge of a variety of cost information such as School and agency policies.
• Will determine allowable costs, coordinate with other units on campus for any cost waivers, and verify any institutional funds or resources used for cost matching.
• If costs are determined unallowable, recommend changes to the faculty.
• Perform cost negotiations with project sponsors; including a justification of costs and explanation of school polices and business practices.
• Proposal Team Manager With support from the Assistant Director, the Proposal Manager will have direct supervision of the proposal analyst unit, 4-8 Full Time Employees, with the authority to hire, evaluate performance, and resolve personnel concerns.
• Determine proposal prioritization by evaluating the sponsor deadline, complexity of the proposal, School policy and staff resources.
• The Proposal Manager will effectively manage workloads and priorities for the Proposal Analyst unit to ensure that majority of proposals are complete and submitted by the sponsor deadline.
• With support from the Assistant Director of Pre-Award, provide training to the Proposal Analysts and faculty on proposal requirements, both school and sponsor, federal regulations, allowable costs, statements of work, indirect costs, etc.
• Provide assistance and guidance to Proposal Analysts when they are presented with an unusual situation or problem.
• Work with the Assistant Director of Pre-Award to establish, document, disseminate and review efficient business policies and procedures for the proposal team while ensuring best business practices.
• Serve as the final decision-maker regarding the accuracy and completeness of a proposal.
• Use authority to sign sponsor representations and certifications, specifically the standard federal representations and certifications included in grant application templates, including Letters of Commitment and cost share.
• Determine and maintain proposal creation and submission information on the web site.
• Institutional Data Repository Work with the data repository team to implement and maintain the software with regards to proposals
• Responsible for ensuring accurate data is entered into the data repository.
• Follow up with faculty to ensure they complete all sections in the data repository as needed and within timeline provided by ORA
• Track all proposals through data repository, review & provide final approval when ready
• Communication & Outreach Daily communication with faculty to ensure all information for a proposal submission, including the budget and supporting documentation, follow School and sponsor guidelines.
• Interpret and explain federal, School, or state regulations and policies to faculty and other School personnel in order to help them understand the proposal process and how the regulations apply to individual proposals.
• This position has ongoing contact with sponsoring agencies and other external personnel for the purpose of education and training of federal and state policies and directives, ORA procedures, and School policy.
• Provide formal and informal training to faculty members and departmental staff regarding school policy and procedures and sponsoring agency rules and regulations in relation to the proposal submission process.
• Actively participate in office wide process evaluation and reengineering efforts.
• Critically evaluate process and procedures with a goal of efficiency and optimal resource utilization.
• Make recommendations & lead improvements efforts when approved.

Benefits

• Flexible health and dental care options
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• 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
• All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center.
• We are proud to have recently opened an on campus daycare center.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 101-250 employees