Proposal Development Specialist

Virginia Tech
Virginia, United States
Salary Not Specified
Feb 05, 2021
Employment Level
Employment Type
Full Time

Job Description

The selected individual will serve as the proposal development specialist for both the Institute for Critical Technology and Applied Science (ICTAS) and the Institute for Creativity, Arts, and Technology (ICAT), be responsible for pre and post award tasks for both institutes, as well as provide key project management support for the Faculty Assistance and Support Team (VT-FAST). The proposal development specialist will manage workflows for VT FAST and for funded proposal submissions that are associated with the two institutes in collaboration with Fralin Life Sciences Institute. The selected individual will serve as a strategic partner in support of the University’s research enterprise.

As proposal development specialist, the selected individual will manage the development of winning proposals, focused primarily on large, complex proposals. The successful candidate will manage support teams (budget analysts, technical editors, and graphic artists) working in support of proposals. They will be expected to work with the PI to develop winning teams and strategies. They will schedule, run and document proposal meetings tracking action items and deliverables. They will develop, track and revise proposal support documents such as plans, timelines, calendars, compliance matrices and storyboards. They will support the PI in developing budgets, determining cost share requirements and obtaining cost share commitments. The proposal development specialist will review all sections of a proposal and may draft some sections (the project management section, for example). They will provide technical editing and verify compliance, completeness, proper formatting of proposal documents. They will manage the preparation and collection of ancillary documents (biosketches, letters of commitment, current and pending, etc.). They will provide inputs to electronic proposal submission systems and assist in completing university routing forms and requirements. Finally, the individual will collaborate with the Office of Sponsored Programs in the submission of final proposal documents to funding agencies.

This position will serve in a project management role as a member of the VT-FAST’s leadership team. In this capacity, the individual will be expected to assemble and lead proposal support teams with individuals from across campus, assist in proposal training for faculty and administrative support personnel The individual will enhance research-related collaborations between the institutes and the Office of the VP for Research and Innovation (OVPRI), and will carry out the strategic functions of ICTAS’ Associate Director for Strategic Planning and Development.

Additionally, this individual will manage all external awards to ICTAS and ICAT, including institute affiliated research centers. The individual in this position will ensure organizational compliance and procurement integrity related to all types of external research awards advising and assisting faculty and staff in post-award administration of externally sponsored awards. The individual will serve as a pre-and post-award liaison with the Office of Sponsored Programs (OSP).

Required Qualifications

• Master’s degree or bachelor’s degree with considerable proposal management experience.

• Experience supporting large complex proposals.
• Demonstrated ability to work autonomously, and to lead a proposal team, often under pressure, prioritizing tasks to meet tight deadlines.
• Experience with federal and nonfederal proposal submissions and/or award administration.
• Familiarity with university grant and contract budgeting processes.
• Familiarity with federal submission portals.
• Familiarity with web tools for identifying federal research opportunities.
• Strong written communications skills
• Experience managing submissions of complex proposals including coordination of multiple faculty collaborators.
• Experience with grant/contract management
• Master’s degree or bachelor’s degree with considerable proposal management experience.

Preferred Qualifications

• Experience submitting proposals to multiple agencies in particular, NSF, NIH, DOD, and DOE.
• Experience submitting proposals to arts and humanities organizations such as the NEA, Doris Duke Foundation, Mellon Foundation
• Knowledge of the following university systems: Summit Proposal System, Banner, MicroStrategy, Cayuse, PAN Distribution System AND Cost Share Tracker System.
• Detailed knowledge of federal grant and contract administration.

Appointment Type


Salary Information

Commensurate with experience

Review Date

February 26, 2021

Additional Information

The successful Candidate will be required to have a criminal conviction check.

About Virginia Tech

Dedicated to its motto, Ut Prosim (That I May Serve), Virginia Tech pushes the boundaries of knowledge by taking a hands-on, transdisciplinary approach to preparing scholars to be leaders and problem-solvers. A comprehensive land-grant institution that enhances the quality of life in Virginia and throughout the world, Virginia Tech is an inclusive community dedicated to knowledge, discovery, and creativity. The university offers more than 280 majors to a diverse enrollment of more than 36,000 undergraduate, graduate, and professional students in eight undergraduate colleges , a school of medicine , a veterinary medicine college, Graduate School , and Honors College . The university has a significant presence across Virginia, including the Innovation Campus in Northern Virginia; the Health Sciences and Technology Campus in Roanoke; sites in Newport News and Richmond; and numerous Extension offices and research centers . A leading global research institution, Virginia Tech conducts more than $500 million in research annually.

Virginia Tech does not discriminate against employees, students, or applicants on the basis of age, color, disability, sex (including pregnancy), gender, gender identity, gender expression, genetic information, national origin, political affiliation, race, religion, sexual orientation, or veteran status, or otherwise discriminate against employees or applicants who inquire about, discuss, or disclose their compensation or the compensation of other employees or applicants, or on any other basis protected by law.

If you are an individual with a disability and desire an accommodation, please contact Lisa Stables at during regular business hours at least 10 business days prior to the event.

Advertised: February 5, 2021
Applications close:

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