Associate Proposal Coordinator, Office of Sponsored Programs: UTIA

University of Tennessee, Knoxville; Knoxville (TN); Hybrid; USD 58,000 - 65,000; Full time

Job summary

The University of Tennessee Institute of Agriculture is seeking a full-time Associate Proposal Coordinator (Review) to support faculty and staff in preparing external funding applications. The role emphasizes reviewing, negotiating, and submitting proposals, budgets, and related documents to ensure compliance with sponsor requirements.

Ideal candidates will have 3+ years in a professional office, strong Excel and writing skills, and knowledge of Federal funding rules under Uniform Guidance.

Qualifications

• Bachelor’s degree or higher with professional office experience; Master’s degree may substitute for experience.
• Proven ability to manage competing priorities and meet deadlines.
• Strong professional writing skills for drafting correspondence.
• Familiarity with federal regulations and university policies.

Responsibilities

• Review and submit proposal packages for financial and administrative compliance.
• Establish internal milestones to ensure timely submissions.
• Support faculty by advancing proposal development and submission.
• Analyze NOFOs, guide proposal prep, and review Cayuse proposals.
• Collaborate with faculty and business managers to develop budgets aligned to the SOW.
• Prepare support documents (biosketches, current and pending, COI) for sponsor guidelines.
• Lead Just-In-Time information gathering and submission processes.
• Ensure data integrity in relevant systems and coordinate portal access for Project Teams.

Skills

Microsoft Office

Excel

Written communication

Prioritization

Education

Bachelor’s degree

Master’s degree

Tools

Research.gov

Grants.gov

ezFedGrants

eRA Commons

Job description

Job Description

The Office of Sponsored Programs (OSP) at the University of Tennessee Institute of Agriculture is seeking a full‑time Associate Proposal Coordinator (Review) to provide essential technical support and assistance to faculty and staff in preparing applications for external funding. OSP is dedicated to delivering the highest quality of support to faculty, staff, and research administrators by facilitating proposal preparation and submission; reviewing, negotiating, and accepting contracts; and managing awards. Additionally, OSP ensures compliance with federal and state regulations, as well as university policies.

The Office of Sponsored Programs (OSP) at the University of Tennessee Institute of Agriculture is seeking a full‑time Associate Proposal Coordinator (Review) to provide essential technical support and assistance to faculty and staff in preparing applications for external funding. OSP is dedicated to delivering the highest quality of support to faculty, staff, and research administrators by facilitating proposal preparation and submission; reviewing, negotiating, and accepting contracts; and managing awards. Additionally, OSP ensures compliance with federal and state regulations, as well as university policies. The ideal candidate will play a key role in the proposal preparation, review, and submission process, working closely with faculty and staff to ensure the timely and accurate submission of funding applications. OSP is committed to the ongoing professional development of its team and actively supports attendance at organizations such as NCURA, SRAI, and other research administration associations. Join us in making a meaningful impact at The University of Tennessee.

Responsibilities

• This position is responsible for meticulously reviewing and submitting proposal packages prepared by other OSP proposal development coordinators to ensure financial and administrative compliance.
• Establishing internal completion milestones to guarantee timely and compliant proposal submissions is a key part of the role.
• The position also involves coordinating a smaller portfolio of proposal packages, providing technical support and assistance to faculty members to advance the Institute’s research, education, and extension missions.
• Key responsibilities include analyzing Notices of Funding Opportunities (NOFOs) from funding agencies, offering guidance on proposal preparation, initiating and reviewing Cayuse proposals, and preparing and reviewing comprehensive final proposal submission packages for various funding opportunities.
• The role requires close collaboration with faculty and business managers to develop and review project budgets that align with the statement of work.
• Additionally, the position works alongside project team members to prepare and review necessary support documents, such as conflict of interest statements, biosketches, and current and pending support documents, ensuring compliance with sponsor guidelines.
• Other responsibilities include leading Just-In-Time information gathering and submission processes for proposals, monitoring data integrity within relevant systems, and coordinating access to submission portals for Project Teams and OSP.
• Furthermore, the position will provide ongoing support to Institute stakeholders on budgetary and procedural matters related to sponsored programs.

Qualifications

Required Qualifications:

• Minimum 3 years’ experience working in a professional office environment with a Bachelor’s degree, or 2 years’ experience working in a professional office environment with a Master’s degree. Graduate work or Graduate Assistantship experience may be considered toward required experience.

Minimum Required Knowledge, Skills, And Abilities

• Skilled with Microsoft Office tools, in particular Excel
• Able to manage competing priorities and meet time-sensitive deadlines
• Proficient professional writing skills for drafting correspondence
• Demonstrate critical analysis abilities, adeptness in relating information to specific circumstances, and exercise judgment in the application of both University policies and federal regulations
• Possess excellent interpersonal skills and the ability to work individually and in a team environment under stressful and time-sensitive conditions
• Ability to prioritize
• Ability to maintain confidentiality regarding proposals, budgets, personnel salaries, and issues

Applicants must be legally authorized to work in the United States on a full‑time basis without need now or in the future for sponsorship for employment‑based visa status.

Preferred/Desired Qualifications

• Working knowledge of Federal funding requirements under Uniform Guidance 2 CFR Part 200
• Working knowledge of University sponsored programs and fiscal policies and procedures
• Skilled in interpreting and explaining federal regulations related to externally funded sponsored programs and knowledgeable of the requirements of state, federal, private and nonprofit funding agencies
• Proficient in using sponsor specific submission systems with the ability to train others (Research.gov, Grants.gov, ezFedGrants, eRA Commons, etc.)
• Working knowledge of Cayuse or Huron research administration systems

Work Location

• THIS POSITION CAN BE FULLY REMOTE, IN-PERSON, OR HYBRID.

Compensation And Benefits

• UT market range: 11
• Anticipated hiring range: The anticipated salary range for an Associate Proposal Coordinator is $57,500 to $65,000, commensurate with qualifications and experience.
• Find more information on the UT Market Range structure here
• Find more information on UT Benefits here

About The College/Department/Division

The Office of Sponsored Programs (OSP) at the University of Tennessee Institute of Agriculture is dedicated to delivering the highest quality of support to faculty, staff, and research administrators by facilitating proposal preparation and submission; reviewing, negotiating, and accepting contracts; and managing awards. Additionally, OSP ensures compliance with federal and state regulations, as well as university policies. OSP is committed to the ongoing professional development of its team and actively supports attendance at organizations such as NCURA, SRAI, and other research administration associations.

About Us

The University of Tennessee, Knoxville, has shaped leaders, changemakers, and innovative thinkers since its founding in 1794. The university is home to more than 38,000 students and 10,000 statewide employees—the Volunteers—who uphold the university’s tradition of lighting the way for others through leadership and service. UT Knoxville offers over 900 programs of study across 14 degree‑granting colleges and schools. As Tennessee’s flagship land‑grant university, its footprint spans the entire state. The university holds the highest Carnegie classification for research activity and has deep partnerships with industry leaders and the US Department of Energy’s largest multidisciplinary laboratory, Oak Ridge National Laboratory. The Knoxville campus serves and recruits for UT Knoxville, including the Institute of Agriculture and the Space Institute, as well as the UT Institute of Public Service. UT Knoxville considers its employees its number one asset. With values that focus on work‑life balance, compensation, and innovation leadership, all Vols are supported to advance professionally. Employees have access to career development and coaching, continued education, and an extensive list of development and training possibilities. The Volunteer employee experience implements structures and practices to attract and retain top‑tier talent, fostering a strong staff community and supporting a culture of involvement and engagement for everyone. The university holds a strong commitment to its land‑grant mission of learning and engagement, with a tradition of service and leadership that carries that Volunteer spirit throughout the state and around the world. It has been ranked nationally as “Best Employer for New Graduates,” “One of America’s Best Large Employers,” and “Best Workplace for Women,” and has been designated as “Best Place for Working Parents” by Forbes Magazine.