Proposal Administrator I

Job Title

Proposal Administrator I

Agency

Texas A&M Agrilife Research

Department

Administrative Services Staff

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

The Proposal Administrator I, under general supervision, coordinates and assists with the flow of contracts and related materials at the Texas A&M AgriLife Contract Office (Contract Office). Day-to-day work involves significant computer usage, communication by phone and email, meetings and meeting coordination, review of emails, contracts, and other documents submitted by third parties to the Contract Office for initial assessment and to determine next steps in the workflow. Initiate and execute workflow steps required before a Contract Negotiator may proceed with non-sponsored and sponsored contract review or drafting. Assist Contract Negotiators and Contract Office staff with existing work files as needed including follow-up with customers and sponsors.

Assist Contract Negotiators with file close out as needed. Responsible for running metrics reports as requested.

Essential Duties and Responsibilities:

• Coordinate multiple work streams and analyzes requirements for incoming or existing requests and contracts relating to non-sponsored and sponsored projects.
• Works to determine project needs including but not limited to: intake of new contracts; creation of work files for negotiations; obtaining compliance reviews and approvals; closeout of contract files (e.g., scan, email, and storage of partially and fully executed agreements); follow up with other internal offices, customers, and sponsors as needed; answering customer inquiries; interacting with customers by phone and email to obtain relevant information.
• Contract types include, but are not limited, to the following agreements: non-disclosure, material transfer, services, collaboration, facility use, leases, purchasing terms and conditions, independent contractors, and sponsored research.
• This position will also provide sponsored project support.
  • This position serves as back-up and overflow handling of sponsored proposals which would include coordination and day-to-day management and submission of new and active proposal requests. proposal creation and review for all proposals submitted on behalf of AgriLife through the Contract Office.
  • Preparation of proposal documentation includes Excel budget creation and compilation and tracking of proposal documentation.
  • Quality Control review of negotiated sponsored project files.
• Reviews emails received by the Contract Office’s general email inbox (routine checks throughout the day) and responds to and process emails received in the general email inbox involving Contract Office personnel as need.
• Provides procedural information to customers regarding administrative procedures, services, or programs provided by the Contract Office.
• Submits requests to Ethics and Compliance as needed for contracts/files requiring research approvals and/or support control approvals.
• Reviews and processes requests for approval of independent contractors.
• Applies and interprets policies or operating practices. Develops administrative and technical procedures as needed to perform duties.
  • Researches, interprets, compiles, and responds to inquiries about Contract Office rules, regulations, policies and procedures. May monitor compliance inline with policies and procedures.
• Aids in coordinating with other offices (e.g., setting meetings/conference calls with customers and the Contract Office staff).
• Coordinates the maintenance of files, records, office supplies, or equipment. Makes recommendations for process improvements, administrative changes, or new initiatives.
• Prepares reports pertaining to Contract Office metrics and/or specialized reports related to contracts processed as requested by administration.
• Other duties as required.

Required Education and Experience:
-Bachelor’s degree or equivalent combination of education and experience.

Required Knowledge, Skills and Abilities:
-Knowledge of word processing, spreadsheet, and database applications.
-Ability to multitask and work cooperatively with others.

-Interpersonal and organizational skills.

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.