Limited Submission Coordinator

OSU Oregon State University; Corvallis (OR); Hybrid; USD 60,000 - 68,000; Full time

Job summary

OSU Oregon State University is seeking a Limited Submission Coordinator to manage the full lifecycle of institutional limited submission competitions and related processes. This is a full-time professional faculty role with potential for hybrid/remote work arrangements.

You will administer internal review, coordinate committees, develop scoring rubrics, and support outreach and reporting. A bachelor’s degree and collaboration across units are essential, with preferred experience in higher

Qualifications

• Bachelor’s degree in STEM, social sciences, communications or related fields.
• Two years of experience coordinating programs, projects, administrative operations, or similar professional activities.
• Demonstrated ability to interpret and consistently apply policies, procedures, and guidelines.
• Demonstrated ability to prepare and edit clear, accurate, and well‑organized written materials, including correspondence, reports, and other professional documents.
• Demonstrated ability to communicate effectively and professionally with faculty, staff, administrators, and external stakeholders.
• Demonstrated ability to organize and prioritize work, manage multiple deadlines, adapt to changing priorities, and respond to challenges with professionalism and a solution‑oriented approach.
• Demonstrated ability to establish and maintain productive and collaborative working relationships with individuals from a variety of backgrounds and organizational levels.
• Commitment to fostering and participating in an inclusive work environment.
• This position is designated as a critical or security‑sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05‑010 et seq.

Responsibilities

• Coordinate the full lifecycle of institutional limited submission competitions, from identifying opportunities to internal review and selection.
• Review notices of intent and eligibility, develop scoring rubrics, recruit reviewers, and support equitable selection processes.
• Develop and maintain InfoReady applications and landing pages; communicate opportunities via email, newsletters, and web channels.
• Prepare reports on competition activity, outcomes, and trends for institutional leadership.
• Support ORA research development initiatives through project coordination, scheduling, tracking milestones, and development of procedures and resources.
• Identify high-potential faculty and assemble nomination materials for awards and national/international opportunities.
• Collaborate with OSU units and external organizations to improve limited submission and research advancement processes.

Education

Bachelor’s degree in STEM, social sciences, communications or related fields

Masters degree in related field

Tools

InfoReady

Qualtrics

SharePoint

Workday

Drupal

Job description

Job Summary

The Division of Research and Innovation is seeking a Limited Submission Coordinator. This is a full‑time (1.00FTE), 12‑month, professional faculty position.

Key Responsibilities:

1. Manage Limited Submission Competitions — Coordinate the full lifecycle of institutional limited submission competitions, from identifying anticipated opportunities and launching competitions through internal review and selection.
2. Administer Internal Review and Selection Processes — Review Notices of Intent and eligibility, develop scoring rubrics, recruit and coordinate ad hoc reviewers, and support transparent, equitable, and strategically aligned selection processes.
3. Manage Competition Systems, Communications, and Outreach — Develop and maintain InfoReady applications and landing pages, communicate opportunities through email, newsletters, and web channels, and ensure competition information is timely and accurate.
4. Analyze and Report Limited Submission Activity — Compile scoring data and reviewer feedback for institutional leadership and prepare regular reports on competition activity, outcomes, and trends.
5. Provide Research Development Operations and Project Support — Support ORA research development initiatives through project coordination, scheduling, tracking milestones and deliverables, communications, and development of procedures, templates, and other operational resources.
6. Coordinate Faculty Award and Recognition Nominations — Partner with the Office of Faculty Excellence and university units to identify high‑potential faculty, assemble nomination materials, solicit input, and support nominations for research awards, honorifics, and national or international opportunities.
7. Build Partnerships and Improve Research Advancement Processes — Communicate and collaborate with faculty, university leadership, OSU Foundation Relations, external organizations, and ORA/TERA Solutions Hub colleagues while contributing to continuous improvement of limited submission and research advancement processes.

Qualifications

Required Qualifications:

• Bachelor’s degree in STEM, social sciences, communications or related fields
• Two years of experience coordinating programs, projects, administrative operations, or similar professional activities.
• Demonstrated ability to interpret and consistently apply policies, procedures, and guidelines.
• Demonstrated ability to prepare and edit clear, accurate, and well‑organized written materials, including correspondence, reports, and other professional documents.
• Demonstrated ability to communicate effectively and professionally with faculty, staff, administrators, and external stakeholders.
• Demonstrated ability to organize and prioritize work, manage multiple deadlines, adapt to changing priorities, and respond to challenges with professionalism and a solution‑oriented approach.
• Demonstrated ability to establish and maintain productive and collaborative working relationships with individuals from a variety of backgrounds and organizational levels.
• Commitment to fostering and participating in an inclusive work environment.
• This position is designated as a critical or security‑sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05‑010 et seq. Incumbents are required to self‑report convictions and those in youth programs may have additional criminal history checks every 24 months.

Preferred Qualifications:

• Masters degree in related field.
• Experience working in higher education, pre‑award research administration, faculty affairs, faculty development, academic administration, government funding agency or a private foundation environment.
• Experience coordinating application, review, nomination, award, grant, scholarship, fellowship, or other competitive submission processes.
• Experience supporting faculty, researchers, senior leaders, or professional staff through administrative or programmatic processes.
• Experience using systems such as InfoReady, Qualtrics, SharePoint, Workday, Drupal, or similar platforms.
• Experience preparing, editing, or coordinating nomination packages, award submissions, grant‑related materials, or other similar professional documents.

Working Conditions / Schedule

This position typically requires in‑person presence, though a hybrid or remote work agreement with occasional travel may be considered for the right candidate. This position may arrange a flexible work schedule (https://hr.oregonstate.edu/remote-work) as agreed upon by the employee and supervisor.

Salary Range

$59,500 – $67,500

Anticipated Start Date

2026-12-01

Equal Opportunity Employer Statement

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system.

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

Background Checks

OSU will conduct a review of the National Sex Offender Public website prior to hire. If this position has “critical or security‑sensitive” responsibilities and/or driving duties and you are selected as a finalist, your initial job offer will be contingent upon the results of a job‑related pre‑employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre‑employment check, please contact OSU’s Employee and Labor Relations team at [e-mail].

About Oregon State University

Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem‑solvers and change‑makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep‑rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all.

Facts

• Top 1.4% university in the world
• More research funding than all public universities in Oregon combined
• 1 of 3 land, sea, space and sun grant universities in the U.S.
• 2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties
• 7 cultural resource centers that offer education, celebration and belonging for everyone
• 100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates
• 35k+ students including more than 2.3k international students and 10k students of color
• 217k+ alumni worldwide

Locations

Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State’s beautiful, historic and state‑of‑the‑art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances.

Total Rewards Package

• Medical
• Dental
• Vision and Basic Life.
• OSU pays 95% of premiums for you and your eligible dependents.
• Free confidential mental health and emotional support services, and counseling resources.
• Retirement savings paid by the university.
• A generous paid leave package, including holidays, vacation and sick leave.
• Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities.
• Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program.
• Optional lifestyle benefits such as pet, accident, and critical care insurance, giving you peace of mind and the support you need to thrive in all aspects of your life.
• Future and current OSU employees can use the Benefits Calculator to learn more about the full value of the benefits provided at OSU.
• Contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant.
• Employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is a) in response to a formal complaint or charge, b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or c) consistent with the contractor’s legal duty to furnish information.
• At Oregon State University, no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity operated by the University.
• If requested, OSU will provide reasonable accommodation to applicants in order to provide access to the application, interviewing and selection process. You are not required to note the presence of a disability on your application to receive an accommodation. Please request any reasonable accommodations for disability as early as possible in the application and search process. Requests may be directed to the hiring unit, or to the Office of Equal Opportunity and Access at [phone]. See Request an Accommodation Procedures for the OSU policy.

Non-Discrimination Statement

At Oregon State University, no qualified person shall, solely by reason of disability, be denied access to, participation in, or the benefits of, any program or activity operated by the University. If requested, OSU will provide reasonable accommodation to applicants in order to provide access to the application, interviewing and selection process. You are not required to note the presence of a disability on your application to receive an accommodation. Please request any reasonable accommodations for disability as early as possible in the application and search process. Requests may be directed to the hiring unit, or to the Office of Equal Opportunity and Access at [phone]. See Request an Accommodation Procedures for the OSU policy.

Legal Disclosures

OSU’s Title IX Coordinator, the U.S. Department of Education’s Office for Civil Rights (link to https://ocrcas.ed.gov/contact-ocr), or both. OSU’s Title IX Coordinator is the Executive Director of the Office of Equal Opportunity and Access (EOA). For information on OSU’s nondiscrimination policy and procedures, including how to report information about conduct that may constitute discrimination or make a complaint of sex discrimination under Title IX, contact EOA by phone: [phone], email: [e-mail], mail/location: 330 Snell Hall, Corvallis OR 97331, or visit EOA’s website: eoa.oregonstate.edu.

Know Your Rights Oregon Family Leave Act: Department of Labor Family and Medical Leave Act: