Proposal Coordinator

Performs pre-award transactional activities relating to grant and contract proposals. Supports one or more functional areas including, but not limited to: proposal review, endorsement, and submission. Responsible for exercising discretion, analytical skill, and personal accountability in a wide range of areas including academic and administrative functions. Work involves preparing or reviewing specific proposal components, assisting with gathering supporting documentation and research compliances, and tracking agency deadlines and proposal submissions. This position also assists researchers in aligning proposal budgets with federal, state, and university regulations.

  This position requires critical thinking skills, problem recognition and problem-solving ability, independent analysis, strong attention to detail, and keen organizational skills. Strong communication skills are a key to a successful career in Research Administration. The position requires an ability to communicate in a positive tone, clear and concise messaging (in both oral and written communication), and the ability to balance compliance with customer service.

  Typical Functions May Include:

• Reviews proposal submission packages to ensure they are properly prepared and compliant with federal regulations, sponsor guidance, and university policies. 
• Provides feedback to facilitate proposal preparation and submission procedures, information sharing, and distribution of relevant program information. 
• Processes actions related to proposal submission and award activity to ensure accurate and timely administration of sponsored projects, and that actions are consistent with applicable laws, regulations, sponsor requirements, and Institute policies and procedures. 
• Interprets agency-specific guidelines and regulations that apply to the proposal process; provides advice, consultation, and expertise to university personnel submitting sponsored project proposals. 
• Partners with assigned investigators and departments on sponsored project-related matters. Works closely with investigators and departments to develop and prepare budget and administrative sections of proposals.
• Partners with sponsors to facilitate the exchange of information and resolve requests for information related to externally funded grants and contracts. 
• Reviews and updates information pertaining to changes made to federal regulations, specific agency requirements, and procedures. 
• Stays informed on federal, state, industrial, and foundation regulations and the support available to university faculty and staff through publications, communication with agency officials, and attendance at meetings and seminars at various levels.
• Performs various duties as needed to successfully fulfill the functions of the position.

Required Education/Experience: Bachelor’s degree, AND

• 24 months experience in sponsored program administration or related experience in an academic institution for higher education or research environment.

Equivalency/Substitution: Will accept 48 months of research administration experience in lieu of a Bachelor’s degree for a total of 72 months of experience.

  Skills:

• Proficient in Microsoft Office, Zoom, and other frequently used document-sharing applications such as Dropbox
• Detail-oriented for accuracy of data and information
• Demonstrated strong interpersonal and verbal communication skills
• Demonstrated proficiency in written communication skills
• Ability to work with diverse groups/populations
• Strong organizational, analytical, and problem-solving skills
• Ability to provide excellent customer service
• Must demonstrate the ability to learn and apply new knowledge and skills
• Setting priorities, completing deadlines, and making administrative procedural decisions.
• Able to communicate well and build rapport quickly with students, faculty, and staff
• Ability to work both independently and with interdepartmental teams on various initiatives
• Proficient professional writing skills for drafting correspondence, summaries, and other required reports.

Department Preferences:

• Previous OU experience, with some budget experience
• General knowledge of grants and contracts terminology
• Experience in a fast-paced, team-oriented, higher educational institution environment or similar.
• Superb customer service skills, using independent judgment, in a team environment, including working with faculty, administrators, accountants, and external agencies.

Physical Requirement: Must be able to engage in repetitive motions and communicate effectively.

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy.  To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing .

Diversity Statement: The University of Oklahoma is committed to achieving a diverse, equitable, and inclusive university community by recognizing each person’s unique contributions, background, and perspectives. The University of Oklahoma strives to cultivate a sense of belonging and emotional support for all, recognizing that fostering an inclusive environment for all is vital in the pursuit of academic and inclusive excellence in all aspects of our institutional mission.

Equal Employment Opportunity Statement: The University of Oklahoma, in compliance with all applicable federal and state laws and regulations, does not discriminate based on race, color, national origin, sex, sexual orientation, genetic information, gender identity, gender expression, age, religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes, but is not limited to, admissions, employment, financial aid, housing, services in educational programs or activities, and health care services that the University operates or provides.