Washington University is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity or expression, national origin, genetic information, disability, or protected veteran status.
This position is full-time and works approximately 37.5 hours per week.
Department Name/Job Location:
This position is in the Office of Faculty and Research Affairs. The position is located at Hillman Hall. This position is for the Danforth Campus.
Performs pre-award job duties in response to specific proposal guidelines and terms and conditions. Facilitates the proposal development and submission, understands sponsor requirements and interprets guidelines for the Principal Investigator; responsible for the processing of new, renewal, and revision/supplement proposals, and communicating with sponsor as needed; may serve as the primary contact for incoming subcontracts. The selected candidate performs a range of other duties within the school, as needed, and distinguished by their expertise in grants and contracts administration. Candidate may facilitate human subjects research compliance processes. Coordinate faculty collaborations with other WU departments and other universities/agencies. Works within University systems (i.e., RMS, AIS, HRMS, ePARS, etc.) to help researchers develop projects, including project ideation and design, and developing budget drafts in accordance with project and scientific needs compliant with funding agency, Brown School, University and federal guidelines. Completes any required proposal forms and verifies documents for correctness, consistency and compliance. Works with University offices (Office of Sponsored Research Services, Sponsored Projects Accounting, Human Resources, etc.) to secure approval for the submission of these proposals. Coordinates, drafts, reviews, and edits certain proposal elements (narratives, budget justifications, biosketches, and facilities & resources) for consistency, accuracy, and completeness.
PRIMARY DUTIES AND RESPONSIBILITIES:
Collaborate with faculty and centers in order to translate broader research ideas into demonstrable hypotheses that can be included in research proposals.
Research, interpret, and analyze potential collaborator interests in order to help create matching scopes of work and formulate concrete funding opportunities.
Prepare summary documents that interpret and assess proposal development opportunities for consideration by faculty and Center leadership.
Follow directions precisely.
Provide clear communication regarding work completed, preferably written; maintain proposal and development library database information for accuracy.
Follow office and grant guidelines as instructed.
Coordinate grant activities with external participating agencies to ensure adherence to guidelines and timelines.
Provide additional administrative support to offer a seamless experience of team collaboration, such as dissemination of solicitation revisions, draft bio sketches and budget justifications, and other attention to detail.
Knowledgeable about agency guidelines, including staying abreast of new policies and their implications for Brown School research activities.
Identify, prepare, and submit funding applications to federal and private sources and secure sponsored funding from federal and local granting agencies as well as foundations.
Track proposal development and activity, from individual proposals to overall funding portfolios, including developing and updating metrics for progress, establishing proposal calendars, and creating and populating templates.
Establishes proposal outlines and implement comprehensive plans and timelines for task and activity completion that ensure process efficiencies and avoid duplication of effort across multiple teams engaged in simultaneous efforts.
Manage smooth and efficient processes for archiving and maintaining proposal documents and resources. Make materials available to research and other staff as necessary.
Oversight and project management of the start-to-finish proposal development process as the designated point of contact from the Office of Faculty and Research Affairs on concurrent opportunities.
Serve as project manager for all application submissions within the assigned portfolio, including: Initiate, schedule, and facilitate proposal kick-off meetings, internal review sessions, and external partner discussions to ensure the quality, compliance, and timely delivery of proposal materials configuring proposal support sites, developing the proposal schedule, scheduling and coordinating all major proposal reviews, coordinating proposal production with publications, and monitoring timelines, ensuring compliance, etc.
Produce drafts and compile tailored content for assigned sections of the proposal, including summary paragraphs, project management information, personnel qualifications, and supporting tables and graphics.
Provide desktop publishing support to ensure proposal document adheres to solicitation requirements for font, sizing, spacing, alignment, page limit requirements, etc.
Write and edit budgets for implementation of new research projects.
Write and edit proposal application components, develop work plans, and prepare budgets for implementation of new research projects.
Perform literature reviews, background searches, and article summaries as needed to support proposal development, develop funder insights, advance one’s own learning about and fluency in relevant research topics, and develop materials for briefings, presentations, and other workshops.
Support group writing efforts by editing, proofreading, and conducting compliance checks; in addition to completing final review, compilation, and submission.
Maintain internal resources for proposal development, including templates, source content, calendars, and other process coordination tools.
Assist with proposal development training for faculty, project managers, and other key staff.
Duties would include curricular creation, logistical coordination, and giving presentations on key processes.
Be an active and supportive team member, including recommending improvements to current processes, templates, and proposal development tools.
Provide input into repositories of proposal templates for future use and training documentation.
Other duties as assigned.
Bachelor’s degree and 1 year of research administration experience, preferably in University setting or equivalent education and experience to equal 5 years.
Previous project management experience over a portfolio of sponsored funds.
Proficiency with the computer programs ACCESS, Word, Adobe & Excel
Must have strong communication/organizational skills, verbal and alphanumeric ability
Maintain attention to details when there is little or no verification
Ability to work independently, with minimal supervision
Time management skills, ability to establish priorities, and to execute multiple tasks in an organized manner
Effectiveness during high activity and with varying personalities at highly stressful periods
Display a positive and professional image
Strong customer service orientation
Ability to maintain confidentiality
Knowledge of generally accepted accounting principles, federal cost guidelines, and university policy
The Proposal Development Coordinator must demonstrate exceptional organizational skills and verbal and written communication, and must work effectively under deadlines with faculy/PI, project managers, and administrators. Works within University systems (i.e., RMS, AIS, HRMS, ePARS, etc.).
Excellent interpersonal skills, both in person and on the telephone
Ability to be effective in a high-pressured environment and to meet deadlines
Ability to multitask, prioritize changing needs and work under pressure
Ability to exercise a high degree of autonomy, using strategic skills in staff planning, initiative and problem solving
Ability to work with different constituencies in the University and external agencies, public and private
Superior organizational and record-keeping skills
Ability to tailor information to specific audiences
Ability to pay attention to detail and maintain accurate records
Must exhibit strong desire to learn new intellectual content across different disciplines in a timely fashion
Ability to thrive in a fast-paced, dynamic environment is critical
Previous experience in a research-based field, contributing to the design of research proposals for the purpose of obtaining research grants
Project management and writing and/or editing experience is optimal
Base pay commensurate with experience.
All external candidates receiving an offer for employment will be required to submit to pre-employment screening for this position. Current employees applying for a new position within the university may be subject to this requirement. The screenings will include a criminal background check and, as applicable for the position, other background checks, drug screen, employment and education or licensure/certification verification, physical examination, certain vaccinations and/or governmental registry checks. All offers are contingent upon successful completion of required screening.
Please attach a copy of your most current signed performance evaluation (completed within the last 18 months) to your online account. If you have not received a performance evaluation, you may provide two current signed letters of recommendation (written within the last 18 months), preferably to include one letter from either a current or recent former supervisor. To attach these documents, go to: My Career Tools, Add Attachment, Attachment Type – Performance Reviews or Letters of Recommendation.
Washington University in St. Louis, a medium-sized, independent university, is dedicated to challenging its faculty and students alike to seek new knowledge and greater understanding of an ever-changing, multicultural world. The University offers more than 90 programs and almost 1,500 courses leading to bachelor's, master's and doctoral degrees in a broad spectrum of traditional and interdisciplinary fields, with additional opportunities for minor concentrations and individualized programs. The faculty is composed of scholars, scientists, artists and members of the learned professions. They serve society by teaching; by adding to the store of human art, creativity, understanding, and wisdom; and by providing direct services, such as health care.