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, PA

Description

IACMI is seeking a Proposal Coordinator at our headquarters in Knoxville, TN to provide support to the Program Director. This would be mostly a remote position with the exception of travel to the corporate office in Knoxville quarterly and to various IACMI events. This is a new position supporting various proposals mainly under the Department of War and Department of Energy. Some of our projects and proposals are exceptionally large, highly complex and require a great deal of detail in the creation and coordination with the Principal Investigator (PI), IACMI staff and many sub-recipients.

The primary function of the position is to perform duties related to managing proposals. This individual should have strong proposal management skills, be an effective communicator, have a strong understanding of funding opportunities requirements and interpretations, and ideally have applicable experience at a research university or institution and/or applicable government experience. The prime candidate will be a team player who is organized, skilled with time management, and able to adapt to various environments and deliverables. The individual should also be highly driven, proactive, goal‐oriented, and self‐motivated to join our team. This position will collaborate closely with IACMI project management, project finance, and other internal teams.

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 opportuning 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
• Assist with other program management and contractual tasks as needed
• Perform other duties as assigned
  
  

Minimum Qualifications

• Bachelor’s or a 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 proposals simultaneously to meet constant deadlines in a fast-paced environment with changing priorities
• Ability to be detail-oriented with strong organizational and problem-solving skills
• Ability to communicate effectively, including active listening skills, plus 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 required
• 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
• Ability to work independently while following directives and compliance considerations
• Highly driven, proactive, results‐oriented and a strong sense of urgency in driving to reach goals
• Problem‐solver with 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
• Travel at least 10% of time with overnight stays