Proposal Coordinator

The Proposal Coordinator will support the Program Director in managing various proposals primarily under the Department of War and Department of Energy. This is a new position requiring strong proposal management skills, effective communication, and a deep understanding of funding opportunities.

Responsibilities

• Interpret fund opportunities and request for application requirements, compiling a list of documents required, creating a schedule for completion of those documents, and communicating the requirements and schedule to internal and external parties to ensure timely submission of all required materials
• Gather and review proposal documents for submission to ensure all documents are in compliance with the requirements listed in the funding opportunity or proposal request
• Schedule and conduct go/no go proposal meetings with internal team members, including members of IACMI’s leadership team
• Collaborate with Project Controller, Project Finance Team, Workforce or other internal or external teams to understand the proposed budget in comparison to the statement of work to ensure alignment
• Organize and facilitate internal and external meetings (via MS Teams, Zoom, or in-person) to coordinate the completion of documents and communicate requirements of the funding opportunity or proposal request
• Generate reports, charts, and dashboards reflecting proposals and their statuses for internal leadership and other IACMI teams
• Maintain pro-active, positive communication with diverse stakeholders across multiple states, including administrative and technical points of contacts for partners on proposals
• Utilize available management and/or organization systems (e.g., Monday.com, SharePoint, contract management system) to track and manage proposals
• Communicate to the appropriate internal and external parties the proper statutory interpretation for post-award requirements noted in the funding opportunity or request for application
• Aid with other program management and contractual tasks as needed

Requirements

• Bachelor’s or higher degree in a relevant field
• Minimum of three years of experience in proposal management and coordination
• Demonstrated planning, scheduling, organizing, and management skills
• Ability to prioritize, coordinate, and manage proposals simultaneously to meet constant deadlines in a fast-paced environment with changing priorities
• Detail-oriented with strong organizational and problem-solving skills
• Effective communication skills, including active listening skills, and the ability to work with a diverse group of faculty, staff, administrators, and other stakeholders
• Knowledge of Federal OMB Uniform Guidance, Federal Acquisition Regulations, and/or granting agency requirements and 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
• Knowledge of Excel and proficiency using 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 our community
• Highly driven, proactive, results-oriented, and a strong sense of urgency in driving to reach goals
• Proven ability to take initiative
• Technical aptitude and able to adapt quickly in learning various software applications and tools
• Valid US driver’s license required
• Must be able to sit for long periods of time and travel at least 10% of time with overnight stays