Proposal Coordinator

University of Oklahoma

Oklahoma, OK

ID: 7122612 (Ref.No. ta230279)
Posted: February 1, 2023
Application Deadline: Open Until Filled

Job Description

Job Description

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This position performs, with supervisor oversight, pre-award transactional activities relating to grant and contract proposals. It is an entry-level, staff position that offers the incumbent an ideal foundation in understanding the principles of research administration. This position supports one or more functional areas including, but not limited to: proposal review, endorsement, and submission.

Pre-award activities may include 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. The incumbent conducts an initial interpretation of agency guidelines and may serve as a liaison between external sponsors and principal investigators. 

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:

  1. Interprets agency-specific guidelines and regulations that apply to the proposal process; provides advice, consultation, and expertise to university personnel submitting sponsored project proposals. 
  2. 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 of meetings and seminars at various levels. 
  3. Communicates with Principal Investigators to achieve goals, while maintaining compliance with applicable policies and following standard operating procedures.  
  4. Ensures university authorization of compliance issues such as cost sharing, conflict of interest, human subjects, DNA, biohazards, radio-isotope use, and vertebrate animal use is obtained or noted per ORS policy prior to proposal submission. 
  5. Reviews proposal submission packages to ensure they are properly prepared, compliant with federal regulations, sponsor guidance, and university policies. Maintains working proposal files and updates office databases. 
  6. Provides feedback to facilitate proposal preparation and submission procedures, information sharing and distribution of relevant program information. 
  7. Collaborates and creates partnerships with other units within the university. 
  8. Serves as a liaison between external sponsors and principal investigators. 

This position may be eligible for a hybrid remote work schedule after successful completion of training and satisfactory job performance. 

 

Job Requirements

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Required Education: Bachelor’s degree, AND: 

  • 24 months 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, Google Suite, Zoom, and other frequently used document sharing applications such as Dropbox
  • Detail oriented for accuracy of data and information
  • Budget development/review and proposal review.
  • Setting priorities, completing deadlines, and making administrative procedural decisions.
  • Highly organized and able to handle multiple projects and deadlines
  • Able to communicate well and build rapport quickly with students, faculty, and staff
  • Able to produce reports and complete work within deadlines
  • Strong initiative to solve problems
  • Customer service
  • Ability to work both independently and with interdepartmental teams on various initiatives
  • Proficient professional writing skills for drafting correspondence, summaries, and other required reports.

Certifications: None

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

Department Preferences:

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

Supervision: None

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.