Proposal Administrator, Sr. ( Hybrid or Remote )

Job Summary:

The Sr. Proposal Administrator is responsible for review and submission of outgoing proposals. The Proposal Administrator, Sr. reviews and assists in creation of applicable proposal budgets and other aspects of proposals in alignment with sponsor and solicitation guidelines and provides feedback to the research community (faculty, business administrators, and research personnel) as applicable on required corrections or policies and procedures for proposal review and submission. The Proposal Administrator, Sr. also reviews proposals for compliance with federal, state, and institutional regulations, monitoring proposals for risks and escalating deviations to Associate Director (who works with Finance leadership as appropriate). The Proposal Administrator, Sr. serves as an authorized official on behalf of RPI to represent and certify on behalf of the university to the accuracy of proposal content, as well as other matters as required by sponsors. The Proposal Administrator, Sr. assists with developing and delivering training for the research community, as well as the maintenance of business process documentation and tools for proposal submission at RPI. The Sr. Proposal Administrator shall actively participate in process improvement and training and communication to campus stakeholders related to the proposal submission process at RPI as assigned.

Minimum Qualifications:

Bachelor’s degree required. Minimum of three (3) years of experience in sponsored programs within a higher education setting, including in-depth knowledge of federal proposal submission procedures for a variety of federal sponsors, as well as federal regulations related to the administration of grants and contracts, including 2 CFR 200 (Office of Management and Budget Uniform Guidance) and the Federal Acquisition Regulations (FAR). Relevant combinations of education, training and experience may be considered.

Representative Job Duties:

1. Review, process and submit proposals, ensuring compliance with Rensselaer’s policies, sponsor requirements, and Federal rules. Submission includes reviewing final budgets for high risk areas such as level of effort, use of subcontracts, cost sharing, and correct application of F&A rates in alignment with RPI’s approved agreement. Serve as authorized institutional official for proposal submissions.
2. Maintain Rensselaer proposal budget template for use, including correcting and updating formulas, and developing an in-depth understanding of the tool’s features as they relate to proration of tuition and faculty/staff/student time, calculation of cost share, and others.
3. Navigate multiple sponsor systems and forms and Q/A such forms for compliance with RPI and sponsor rules. Serve as SME for campus and lead training efforts for campus business managers on divisional/departmental pre-award research administration.
4. Become a campus resource for RPI systems and tools, viewed as a Subject Matter Expert (SME), to faculty and the business community. Participate as a leader in hands-on training of campus users for RPI specific business processes and policies related to proposal review and submission.
5. Review policies and procedures to identify areas for potential streamlining and provide recommendations to supervisor.
6. Serve as a campus resource, viewed as a Subject Matter Expert (SME), to faculty and the business community for proposal related questions for a complex mix of Federal grant and contract solicitations (NIH, NSF, DoD, DOE, and others), State, foundation, and industry-funded proposals.
7. Ensure that RPI Cost Share proposed is approved and documented prior to proposal submission.
8. Notify Operations Specialist within 48 hours of proposal submission to ensure timely data entry for proposal metrics.
9. Review and validate subcontract documentation for inclusion with RPI proposals at time of submission.
10. Assist with costing and just-in-time-processes in order to respond to sponsors who request revised budgets or updated proposal packets from RPI prior to award issuance.
11. Perform other duties as requested and assigned.