Proposal Manager

About the role

The Proposal Manager is a professional staff member of Sponsored Projects Administration (SPA), the centralized administrative unit at Portland State University (PSU) responsible for university-wide administration of external funding received in the form of grants and contracts for research and other scholarly activities. SPA staff provide expertise and professional support to investigators and staff throughout the sponsored projects lifecycle.

Responsibilities

• Leads a team of Proposal Analysts who support Principal Investigators in the development and submission of sponsored project proposals.
• Responsible for supervising, training, and mentoring staff; managing team workload and priorities; resolving complex or escalated issues; and providing guidance on the proper preparation of proposals to ensure successful and compliant submissions.
• Provides day-to-day operational management of proposal services, including oversight of workflows, workload distribution, and process consistency, and promotes consistent, high-quality support through structured coordination, standardized processes, and clear communication with investigators and departments.
• Serves as an Authorized Organizational Representative (AOR) for PSU with delegated authority to legally bind the institution in grants administration matters and certify compliance with federal regulations on behalf of the university.

Requirements

• Bachelor’s degree and three or more years of related experience*
• A Master’s Degree may substitute for a portion of experience requirements
• Related experience includes:
• Experience reviewing, and interpreting to funding opportunity announcements and preparing compliant proposals for submission to federal and non-federal sponsors, including application of sponsor policies and requirements
• Experience preparing budgets and reviewing budgets to ensure accuracy, allowability, allocability, and alignment with project scope and sponsor guidelines
• Knowledge of federal regulations governing research (e.g., OMB Uniform Guidance, Federal Acquisition Regulations, and sponsor policies), and the ability to apply those requirements in proposal development, including making informed judgments in ambiguous or complex situations

Qualifications

• Excellent verbal and written communication skills
• Quick learning and application of complex processes and procedures; ability to solve problems creatively; prioritization of workload; meeting deadlines; performing effectively with minimal direct supervision
• Demonstrated commitment to high-quality customer service and support in a complex institutional environment
• Management and monitoring of multiple projects simultaneously, communicating status clearly, ensuring work progresses on schedule
• Interpersonal skills to support effective collaboration, team-building, and communication across departments and stakeholder groups
• Computer and technical proficiency, including Google and Microsoft Office (Word, Excel), email and scheduling systems, and financial or research administration systems; ability to troubleshoot and learn new applications quickly
• Clear and diplomatic communication with a wide range of audiences, including faculty and staff, sponsors, and audit entities
• Independent judgment and problem-solving skills in complex or ambiguous situations, anticipating implications of decisions, and proactively identifying and implementing solutions
• Managing diverse personnel situations with tact, diplomacy, and appropriate assertiveness; fostering positive working relationships, maintaining morale, and supporting team productivity
• Coaching skills, including developing team dynamics, facilitating collaboration, promoting empowerment, and fostering creativity

Skills

• Experience in sponsored projects administration at an institution of higher education strongly preferred
• Supervisory experience strongly preferred
• Proposal development and submission experience strongly preferred

Benefits

An excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon University System schools. Please visit our total compensation calculator to see the full value of our benefits package.