Proposal Manager (Program Tech 2)

This recruitment will be used to fill one full-time Proposal Manager (Program Tech 2) position for the College of Engineering at Oregon State University (OSU).

The Proposal Manager/Program Technician 2 (PT2) provides grant proposal support for faculty and researchers in the College of Engineering (COE) and serves as a resource in all matters related to university policies for sponsored programs. The PT2 maintains an in-depth knowledge of university and granting agency requirements and application and award processes, and confers with university grant and contract administrators and external funding agencies to clarify rules and guidelines. The PT2 is dedicated to expanding the capacity of the College to be competitive in obtaining sponsored awards by improving the effectiveness of researchers within the COE.

The PT2 coordinates the grant application process from inception, working with each principal investigator (PI) to prepare budget and application according to the sponsor’s funding opportunity guidelines. Overall, the PT2 facilitates the preparation, formatting, completion, and routing of financial, administrative, and support components of grant applications to be submitted to internal and external funding agencies. The PT2 also assists with preparation and receipt of subcontract budgets and documents, and other pre-award tasks. The PT2 prioritizes support toward large scale, multidisciplinary proposals.

The PT2 works independently in a team-oriented environment. Extensive interactions are required with researchers, COE Research Administration team, other university offices, and external funding agencies within complex institutional settings. The incumbent is expected to provide excellent customer service and assistance to COE’s researchers as well as nurture positive relationships both inside and outside of OSU. OSU has a strong research administration network, both within COE and across the university. The position reports to COE’s Research Program Administrator.

60% Grant Proposal Development

• Facilitates development and submission of grant applications in COE and prioritizes support of complex, multidisciplinary grant applications.

• Works with principal investigators (PIs) to prepare grant applications in response to specific funding announcements. Prepares internal Excel budget worksheets to comply with PI’s work plan, sponsor guidelines, and OSU policies, and ensures use of correct indirect cost rates. Prepares budget justifications that accurately reflect the proposed budgets.

• Identifies and manages all internal and external deadlines for grant application submission including those for subrecipients, sponsor, and OSRAA (Office of Sponsored Research and Award Administration). Provides PIs with guidance and support for Cayuse web-based proposal preparation.

• Takes the lead to contact internal and external offices for fact-checking and problem solving. Functions as liaison with other organizations to identify and obtain or submit required subcontract documents. Facilitates resolution of questions that arise during the OSRAA proposal review stage.

• Completes, reviews, and advises on required sponsor forms including budget, cost proposal, budget justification, subcontractors, cover sheet, administrative forms, letters of support, and other documents. Assures application meets all sponsor guidelines and is in final form.

• Provides post-submission support to PIs such as responding to sponsors’ requests for additional information, providing budgets for continuations, supplemental funding, and incremental funding awards, and advising on university process. Assists in preparing applications for transfer of funded awards for PIs either coming to or leaving OSU.

20% Policy and Procedure Review

• Reviews and interprets sponsor, federal, and university guidelines, policies, and regulations related to proposal development, submission, and allowable and allocable costs. Confers with team members, other university offices, and sponsors to clarify rules and guidelines as needed.

• Researches and presents multiple options to support a PI’s project needs when appropriate. Collaborates with OSRAA and others to find solutions.

• Shares changes in sponsor, federal, and university guidelines, policy, and process with COE team members, researchers, and administrators. Provides written summaries and resources via email and on the COE Research Administration website.

• Assists with administrative oversight of the COE grant development and submission process. Identifies problems with processes and works collaboratively with involved entities (internal and external) to negotiate systems solutions.

10% Communication

• Initiates and promptly responds to written and verbal communication with PIs and OSRAA regarding proposal development, submission process, and current status of application. Provides guidance to PIs on allowable costs, funding agency requirements, and other guidelines. Keeps PI informed of all deadlines. Facilitates meetings with PI and others as needed.

• Provides constructive and collaborative feedback to PIs, COE Research Administration team members, OSRAA, and others, and receives feedback well. Resolves potential conflicts in a professional manner and acts as an advocate for PIs when appropriate.

• Establishes and maintains cordial relationships with internal offices and with external funding entities to facilitate resolution of questions and timely submission of grant applications.

• Employs appropriate procedures to maintain confidentiality of conversations, documents, and data. Maintains electronic copies of completed administrative and budget sections of applications on the restricted server.

10% Research Administration, Outreach, Professional Development

• Assists in updating and maintaining COE Research Administration tools and resources such as Excel budget templates, website content, an internal procedure. Participates in team projects and cross-training. Collaborates with research administration staff across the university to share expertise.

• Prepares and offers group training opportunities for COE researchers for proposal submission process. Cayuse and related topics. Works with individual PIs to provide training as needed.

• Identifies and participates in professional development and training opportunities in research administration and related topics through OSU, regional, state and national organizations as appropriate. Participates in performance review process for self by creating an annual plan of work with assistance from COE Research Program Administrator.

• Completes other duties as assigned by COE Research Program Administrator.

Two years of experience with responsibility for program or project monitoring and coordination. The experience must have included program evaluation responsibility. Preference may be given to individuals with experience in specialty are specific to the position opening.

Two years of grant/contract coordination experience with responsibility for obtaining and monitoring the use of grant funds and/or negotiating and administering public or private service contracts.

Two years of technical- or professional-level experience analyzing or advising and/or instructing the public concerning specific programs or processes, monitoring a program, or performing participant reviews.

Preference may be given to individuals with experience in specialty area(s) specific to the position opening.

Demonstrated expertise in Microsoft Office Excel specific to budget preparation, spreadsheet calculations, or expense monitoring; Microsoft Office Word, Outlook, or equivalent software; and online search engines.

Demonstrated strong organizational skills with the ability to take initiative, prioritize workload, and work independently, effectively, and accurately in a customer-focused environment with frequent interruptions and strict deadlines.

Evidence of excellence in working collaboratively with individuals and small groups and coordinating work with other units/organizations.

Excellent verbal and written communication skills with very strong attention to detail.

Demonstrated ability to interpret and implement complex information.

Demonstrated ability to maintain a fast, reliable internet connection from remote work location.

Two years of work experience coordinating grants and contracts in an engineering, science, or other related team-based setting (academic, private, non-profit, or industry).

Bachelor’s degree or higher with coursework in Accounting, Finance, Engineering, Science, or a related field, or equivalent experience.

Work experience in a research setting.

Experience working with researchers on sponsored program activities or proposal development and preparation.

Research or administrative experience in an institution of higher education.

Experience with budget development and online proposal submission processes to federal funding agencies such as NIH or NSF, state agencies, foundations, industry, or other sponsors. Demonstrated ability to develop large, complex proposals and budgets.

Demonstrated experience with Cayuse or other web-based tool for grant application preparation and submission.

A demonstrable commitment to promoting and enhancing diversity.

Flexible work hours are possible, based on OSU’s standard business hours of Monday-Friday 8am-5pm Pacific Time. All work can be performed via telecommunication.

To ensure full consideration, applications must be received by November 22, 2020. Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants.

Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. Posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions.

Typically, the starting salary is at the lower end of the salary range.

For additional information please contact:
Cyndy Kelchner at Cyndy.Kelchner@OregonState.edu

OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.