Proposal Coordinator

Position Summary

The University of Dayton Research Institute (UDRI) is seeking a Proposal Coordinator!

About the role

If you enjoy managing details, coordinating complex projects, and working in a collaborative, mission-driven environment, we invite you to join our team.

Responsibilities

• Supports the development, coordination, and production of compliant, high-quality proposals in response to sector and multi-division proposals within UDRI.
• Maintains schedules and action items.
• Collaborates with technical and business stakeholders.
• Ensures proposal deliverables are accurate, organized, and submitted on time.
• Works closely with the proposal manager, contracts and grants, and technical teams to support proposal operations throughout the proposal lifecycle.

Requirements

• Bachelor’s degree in Business, Communications, English, Marketing, or related field OR four years supporting proposals, project coordination, business operations, administration, or related functions.
• Strong organizational and time management skills with ability to manage multiple priorities simultaneously.
• Ability to maintain proposal schedules, calendars, action trackers, and deliverable deadlines.
• Strong written and verbal communication skills.
• High attention to detail and ability to work under tight deadlines.
• Ability to perform basic document compliance and quality checks for formatting requirements, file naming conventions, and required sections.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage assigned responsibilities independently with strong follow-through on assigned tasks and deliverables.
• Comfortable in collaborative environments with cross-functional teams.

Qualifications

• U.S. citizenship due to the requirements of our research contracts with the U.S. federal government.

Preferred Qualifications

• Experience supporting federal government proposals, contracts, or related business operations activities.
• Familiarity with FAR-based solicitations, proposal lifecycle processes, and proposal color team reviews.
• Familiarity with proposal best practices and methodologies (e.g., Shipley-based processes).
• APMP certification or progress toward certification preferred.
• Understanding of proposal compliance requirements, solicitation instructions, and document formatting standards.
• Experience coordinating deadline-driven projects involving multiple stakeholders and competing priorities.
• Experience working with proposal collaboration tools, document repositories, or proposal management systems preferred.