Proposal Administrator, Sr. ( Hybrid or Remote )

About the role

The Sr. Proposal Administrator is responsible for review and submission of outgoing proposals. They also review and assist in creating applicable proposal budgets and other aspects of proposals in alignment with sponsor and solicitation guidelines. They provide feedback to the research community on required corrections or policies and procedures for proposal review and submission. Additionally, they review proposals for compliance with federal, state, and institutional regulations, monitor proposals for risks, escalate deviations to the Associate Director, serve as an authorized official on behalf of RPI to represent and certify the accuracy of proposal content, and assist with developing and delivering training for the research community.

Responsibilities

• 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 an authorized institutional official for proposal submissions.
  • 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.
  • Navigate multiple sponsor systems (e.g., grants.gov, research.gov, EERE Exchange, NASA NSPIRES) and forms (e.g., SF424, various FDP forms, DOE/DOD budget workbooks by government fiscal year/task, etc.) 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.
• Become a campus resource for RPI systems (e.g., Cayuse, Banner) and tools (e.g., checklists, templates, forms, etc.), 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.
• Review policies and procedures to identify areas for potential streamlining and provide recommendations to supervisor.
• Provide interpretation of federal agency announcements and proposal guidelines; assist the research community with completion of agency-specific forms, and navigate agency-specific portals to submit proposals.
• Ensure that RPI cost share proposed is approved and documented prior to proposal submission. In cases where an exception is warranted, document approval from Assistant Vice President of RAF.
• Notify Operations Specialist within 48 hours of proposal submission to ensure timely data entry for proposal metrics.
• Track and enter all proposal submission information into Cayuse and other trackers as required.
• Review and validate subcontract documentation (i.e., SOW, Budget, AOR Approval, etc.) for inclusion with RPI proposals at time of submission.
• Aid in 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, including review and completion of representations and certifications and other forms which are received in response to proposals.

Requirements

• 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).

Qualifications

• Knowledge of federal regulations and policies governing non-profit and/or educational institutions, specifically as they relate to proposal review and submission across a complex mix of Federal, State, foundation/not-for-profit and industry sponsored opportunities.
• Demonstrated proficiency with Microsoft Office Suite.
• Ability to analyze and interpret data.
• Excellent interpersonal and organizational skills.
• Ability to work effectively under pressure and meet established goals and objectives.
• Ability to work independently or as part of a team.
• Ability to work in fast-paced, rapidly changing environment.
• Demonstrated problem-solving and project management skills.
• Demonstrated supervisory skills.
• Demonstrated ability to work independently with minimal supervision.
• Excellent oral and written skills.
• Ability to interact well with people either individually or in a group setting.

Skills

• Knowledge of federal regulations and policies governing non-profit and/or educational institutions, specifically as they relate to proposal review and submission across a complex mix of Federal, State, foundation/not-for-profit and industry sponsored opportunities.
• Demonstrated proficiency with Microsoft Office Suite.
• Ability to analyze and interpret data.
• Excellent interpersonal and organizational skills.
• Ability to work effectively under pressure and meet established goals and objectives.
• Ability to work independently or as part of a team.
• Ability to work in fast-paced, rapidly changing environment.
• Demonstrated problem-solving and project management skills.
• Demonstrated supervisory skills.
• Demonstrated ability to work independently with minimal supervision.
• Excellent oral and written skills.
• Ability to interact well with people either individually or in a group setting.

Benefits

Starting Salary/Rate: $75,000 - $80,000
Total Compensation and Benefits Information: Rensselaer’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. For more information, please visit Benefits | Human Resources (rpi.edu).

Pay

Starting Salary/Rate: $75,000 - $80,000

Schedule

Shift Business Hours: Monday - Friday 8:30 a.m. to 5:00 p.m. EST.

Location

Our Institute is primarily onsite and located in Troy, NY. Our team supports flexible work arrangements, including hybrid schedules. Remote work arrangements may be considered for the right candidate. Candidates must be available during Institute operational hours Monday through Friday, 8:30 a.m. to 5:00 p.m. EST.