Proposal Coordinator

Reports to: Program Director

Salary Range: $65,000 – $85,000

Location: 90% remote; 10% in-office with travel, preferably within 1 hour of Knoxville, TN. Eligible candidates may reside in TN, MI, OH, IN, FL, WV, NC, TX, or PA.

About the role

IACMI is seeking a Proposal Coordinator to provide support to the Program Director. This is a mostly remote position with quarterly travel to the corporate office in Knoxville and to various IACMI events. The role supports proposals primarily under the Department of War and Department of Energy, involving large, highly complex projects requiring detailed coordination with Principal Investigators, IACMI staff, and sub-recipients.

The ideal candidate will be a team player who is organized, skilled in time management, and adaptable to various environments and deliverables. This position collaborates closely with IACMI project management, project finance, and other internal teams.

Responsibilities

• Interpret funding opportunities and request for application requirements, compile a list of required documents, create a schedule for completion, and communicate requirements and deadlines to internal and external parties to ensure timely submission.
• Gather and review proposal documents for compliance with funding opportunity or proposal request requirements.
• Schedule and conduct go/no-go proposal meetings with internal team members, including IACMI’s leadership team.
• Collaborate with the Project Controller, Project Finance Team, Workforce, or other internal/external teams to align the proposed budget with the statement of work.
• Organize and facilitate internal and external meetings (via MS Teams, Zoom, or in-person) to coordinate document completion and communicate funding opportunity requirements.
• Generate reports, charts, and dashboards reflecting proposal statuses for internal leadership and other IACMI teams.
• Maintain proactive, positive communication with diverse stakeholders across multiple states, including administrative and technical points of contact for proposal partners.
• Utilize management and organization systems (e.g., Monday.com, SharePoint, contract management system) to track and manage proposals.
• Communicate statutory interpretations for post-award requirements to appropriate internal and external parties.
• Assist with other program management and contractual tasks as needed.
• Perform other duties as assigned.

Requirements

• Bachelor’s or higher degree in a relevant field.
• Minimum of three years of experience in proposal management and coordination.
• Ability to collaborate and work effectively on a project team in a remote environment.
• Demonstrated planning, scheduling, organizing, and management skills.
• Ability to prioritize, coordinate, and manage multiple proposals simultaneously to meet deadlines in a fast-paced environment with changing priorities.
• Detail-oriented with strong organizational and problem-solving skills.
• Excellent communication skills, including active listening, and the ability to work with a diverse group of stakeholders.
• Knowledge of Federal OMB Uniform Guidance, Federal Acquisition Regulations, and/or granting agency requirements, with the ability to interpret federal terms and conditions and proposal documents.
• Familiarity with DOE and DOW contracts, funding opportunities, and/or cooperative agreements, or experience working with government agencies and/or non-profit organizations.
• Excellent customer service skills, including the ability to interface with all levels of employees, officials, and sub-recipient personnel.
• Proficiency in Excel, Teams, Word, Outlook, and PowerPoint.
• Ability to maintain confidentiality of contractual, financial, personnel, and privileged documents and communication.
• Enthusiasm for IACMI’s mission to engage, support, and elevate members of the community.
• Ability to work independently while following directives and compliance considerations.
• Highly driven, proactive, results-oriented, and a strong sense of urgency in reaching goals.
• Problem-solver with proven ability to take initiative.
• Technical aptitude and ability to adapt quickly to learning various software applications and tools.
• Valid US driver’s license.
• Ability to sit for long periods of time.
• Travel at least 10% of the time with overnight stays.