Proposal Administrator

University of Colorado Boulder; Boulder (CO); Hybrid; USD 45,000 - 60,000; Full time

Benefits offered by this job

Medical, dental, retirement plans

Tuition assistance for you and depend­

ECO Pass for local transit

Paid time off

Job summary

University of Colorado Boulder is seeking a Proposal Administrator to support the Proposal Development Team. The role focuses on coordinating administrative components of proposal prep and submission, including documentation, budget entry, and system support.

The position emphasizes adherence to sponsor and institutional requirements, with opportunities to work in a remote or hybrid environment and to contribute to a collaborative, diverse team.

Qualifications

• Bachelor's degree or equivalent combination of education and experience may substitute.
• Excellent written and verbal communication skills; highly organized and detail oriented.
• Ability to work independently and manage multiple tasks in a fast-paced environment.

Responsibilities

• Coordinate proposal preparation and submission workflows, including deadlines and approvals.
• Track representations, certifications, and subrecipient documentation for timely submission.
• Enter data, upload documents, and assist with system registrations and budget formatting.

Skills

Attention to detail

Organizational skills

Communication skills

Microsoft Word

Microsoft Excel

Adobe Acrobat

Education

Bachelor's degree or equivalent

Tools

Microsoft Word

Microsoft Excel

Adobe Acrobat

Job description

Job Summary

The Proposal Development Team provides pre‑award support for sponsored projects across the research lifecycle. The team partners with Principal Investigators (PIs), Department Research Administrators (DRAs), and campus partners to coordinate, develop, and submit proposals in alignment with sponsor requirements and University policy.

Core responsibilities include:

• Interpreting sponsor solicitations to identify submission requirements, eligibility criteria, timelines, and compliance considerations
• Coordinating development and assembly of proposal components in alignment with sponsor and institutional standards
• Supporting development and review of project budgets and budget justifications
• Assessing proposal‑specific compliance requirements and coordinating required approvals
• Managing submission and sponsor communication processes through proposal review and evaluation

The Proposal Administrator supports the Proposal Development Team by coordinating administrative components of proposal preparation and submission, including documentation, budget entry, and system support. This role applies established processes and guidance to ensure proposals are complete, accurate, and submitted in accordance with sponsor and institutional requirements.

CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment. We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

Who We Are

The mission of the Office of Contracts and Grants (“OCG”) is to, throughout the lifecycle of an award, partner with the University of Colorado Boulder (“University”) faculty including Principal Investigators (“PIs”), staff including Department Research Administrators (“DRAs”), and students to obtain and manage external support for sponsored activities through our specialized regulatory and organizational expertise. OCG is committed to protecting the University’s interests by reviewing and approving the submission of sponsored project proposals; negotiating contract and grant awards; supervising the implementation and administration of sponsored projects; initiating and implementing policies and procedures; providing training to PIs and DRAs; and serving as the University’s liaison with Sponsors and regulatory agencies.

OCG commits to inclusive excellence by advancing equity and diversity in all that we do. We are an affirmative action/equal opportunity employer, and particularly encourage applications from candidates whose knowledge, skills, and abilities demonstrate the ability to help us achieve our vision of a diverse and inclusive community.

What Your Key Responsibilities Will Be

Proposal Preparation, Review, and Submission Support

• Generate proposal applications and enter required information into sponsor submission systems
• Prepare and upload proposal documents, ensuring completeness and alignment with submission requirements
• Support review of proposal components for completeness, formatting, and required documentation
• Coordinate submission preparation activities, including document collection and final assembly
• Track proposal progress and support timely submission by coordinating with analysts, departments, and partners

Proposal Administrator: Supports proposal preparation and submission activities using established processes; enters data, uploads documents, and assists with coordination tasks; raises issues related to completeness or submission requirements.

Budget Preparation and Support

• Convert internal budget details into sponsor-required formats and templates
• Enter and format budget data within sponsor systems and institutional tools
• Support review of budgets for completeness and alignment with proposal requirements
• Coordinate with departments and analysts to ensure accurate and consistent budget documentation

Proposal Administrator: Supports budget preparation by transferring and formatting data using established templates; assists with data entry and raises discrepancies.

Systems, Registrations, and Submission Infrastructure

• Serve as a point of contact for sponsor system registrations and account setup
• Maintain and update user accounts and registrations required for proposal submission
• Navigate sponsor and institutional systems to locate and verify proposal information
• Support troubleshooting of routine system issues and coordinate with technical support as needed
• Ensure compliance with sponsor system requirements and submission protocols

Proposal Administrator: Supports system registrations and account management using established guidance; assists with system‑related tasks and raises issues.

Proposal Administration and Workflow Coordination

• Coordinate administrative aspects of proposal workflows, including deadlines, documentation, and approvals
• Track required components (e.g., representations, certifications, subrecipient documentation) and ensure completion
• Facilitate communication between analysts, departments, and campus partners
• Support follow-up and post‑submission administrative actions as needed
• Maintain organized tracking of proposal activity and documentation

Proposal Administrator: Supports workflow coordination and document tracking; follows established processes and raises non‑standard issues.

Compliance Documentation and Administrative Support

• Support completion and tracking of representations, certifications, and required compliance documentation
• Ensure documentation aligns with sponsor and University requirements
• Assist with identifying missing or incomplete compliance components
• Coordinate with campus partners to obtain required approvals and documentation

Proposal Administrator: Supports compliance documentation activities using established guidance; assists with tracking and completion; raises issues.

Collaboration, Communication, and Partner Support

• Serve as a point of contact for administrative questions related to proposal preparation and submission
• Respond to inquiries from investigators, departments, and campus partners
• Coordinate with Proposal Analysts and other OCG teams to support proposal activities
• Communicate requirements and timelines clearly to partners
• Provide timely and professional customer service

Proposal Administrator: Responds to routine inquiries using established guidance; supports communication and raises more complex questions.

Process Improvement and Team Contribution

• Assist in development and maintenance of procedural documentation and team resources
• Participate in training, knowledge sharing, and team activities
• Support improvement of proposal processes, systems, and workflows
• Contribute to quality assurance and continuous improvement efforts

Proposal Administrator: Participates in training and improvement activities; contributes to documentation and team resources under guidance.

Additional Support

• Perform additional duties and special projects as assigned to support the Proposal Development Team and OCG operations

What You Should Know

• This position will be either remote or hybrid depending on the candidate's needs.
• We are unable to offer visa sponsorship for this position.

What We Can Offer

• The annual salary for this position is $52,000.

Benefits

• At the University of Colorado Boulder , we are committed to supporting the holistic health and well‑being of our employees.
• Our comprehensive benefits package includes medical, dental, and retirement plans; generous paid time off; tuition assistance for you and your dependents; and an ECO Pass for local transit.
• As one of Boulder County's largest employers, CU Boulder offers an inspiring academic community and access to world‑class outdoor recreation.
• In fact, CU Boulder has been named one of Forbes' America's Best Large Employers, ranking #4 among large employers in Colorado and #28 among universities nationwide.
• Explore additional perks and programs through the CU Advantage program.

Be Statements

Be encouraged. Be visionary. Be Boulder.

What We Require

• A bachelor's degree or equivalent combination of education and experience may substitute.

What You Will Need

• Exceptional attention to detail to consistently perform work with a high level of accuracy.
• Excellent organizational and time management skills to prioritize tasks, manage timelines and effectively allocate time to complete work effectively in a fast‑paced environment.
• Ability to work independently with limited supervision.
• Excellent written and verbal communication skills, with the ability to effectively convey information to a variety of audiences.
• Excellent interpersonal communication skills, including the ability to work collaboratively with faculty, staff, students and sponsors across multiple subject areas in a constantly evolving environment.
• Ability to manage expectations and provide excellent support to a variety of constituencies (principal investigators, campus departments, campus partners, and sponsors) promptly.
• Open to new ideas and the desire to continuously learn and develop new skills.
• Positive, team-oriented approach with a willingness to learn, share knowledge, and perform a variety of tasks.
• Strong critical thinking and analytical skills with the ability to research, ask questions, interpret, and apply complex regulations and requirements.
• Ability to adjust and adapt with flexibility to changing situations, new information, and different priorities.
• Demonstrated proficiency in the use of computer systems and Microsoft Office, including Word and Excel, and Adobe.

What We Would Like You to Have

• Prior translatable work experience (reviewing technical, legal and financial documents, data entry, customer service).
• Understanding of research administration.

Posting Contact Information

Posting Contact Name: Boulder Campus Human Resources

Posting Contact Email: [e-mail]