Proposal Preparation Specialist I

About the role

Rice University seeks a Proposal Preparation Specialist I to oversee all aspects of proposal preparation for the School of Natural Sciences. This role supports the entire proposal development process and provides administrative assistance for pre-award research administration.

Responsibilities

• Review Funding Opportunity Announcements to identify proposal requirements and assist with developing proposal preparation timelines, templates, checklists, and tracking proposal development activities.
• Interpret and communicate sponsor proposal requirements and submission processes to faculty and staff, with guidance from senior staff as needed.
• Prepare proposal budgets in collaboration with principal investigators and perform basic reviews for accuracy and alignment with sponsor guidelines and University research policies.
• Carefully coordinate proposal preparation activities and support faculty and project teams in developing and submitting proposals that comply with sponsor guidelines and University policies.
• Aid in preparing non-technical proposal components, including biosketches, Current and Pending (Other) Support documents, facilities and resources documents, and other required administrative sections in accordance with sponsor requirements.
• Review proposal documents for completeness, formatting, and compliance with sponsor requirements and University research policies prior to submission.
• Serve as a point of contact for faculty, departmental administrators, and the Office of Sponsored Projects (OSP) to facilitate timely proposal preparation and submission.
• Prepare professional written communications for faculty, sponsor agencies, and internal stakeholders regarding proposal-related activities.
• Collaborate with faculty, departmental staff, and research administration offices to support proposal development and pre-award activities throughout the proposal lifecycle.
• Aid in maintaining proposal records, archives, reports, templates, guidance documents, and other administrative resources.
• Prepare and update proposal documents (revised budgets, JIT documentation, etc.) as needed prior to the execution of an award.
• Perform all other duties as assigned.

Requirements

• Bachelor’s degree
• 2+ years of experience in a higher education setting collaborating with faculty or academic researchers

Skills

• Initiative and ability to work independently and as a team member
• Effective interpersonal skills, both written and verbal
• Administrative and organizational skills and the ability to prioritize one’s workload
• Strong critical-thinking skills
• Strong writing and editing skills

Preferences

• Experience working in an academic or research setting and collaborating with faculty or research teams

Workplace Requirements

We offer the flexibility of hybrid work. Hybrid roles integrate on-campus and remote work to foster both independence and collaboration. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range

$65,000 minimum, with the hiring salary commensurate with experience.

Exempt (salaried) positions under FLSA are not eligible for overtime.

Rice University HR | Benefits

Rice University HR | Benefits

Rice Mission and Values

Rice Mission and Values