Proposal Coordinator

Austin Community College; Dayton (OH); On-site; USD 65,000 - 90,000; Full time

Job summary

The University of Dayton Research Institute (UDRI) is seeking a Proposal Coordinator to manage the development, coordination, and production of compliant, high-quality proposals. You will coordinate logistics, maintain schedules, track actions, and collaborate with technical and business stakeholders to ensure timely submission.

Reporting to the proposal manager, contracts and grants, and technical teams, you will support the proposal lifecycle and help ensure formatting, file naming, and

Qualifications

• Bachelor's degree or four years supporting proposals, project coordination, business operations, administration, or related functions.
• Strong organizational and time management skills with ability to manage multiple priorities simultaneously.
• Ability to maintain proposal schedules, calendars, action trackers, and deliverable deadlines.

Responsibilities

• Coordinate the development, coordination, and production of compliant, high-quality proposals.
• Manage proposal logistics, schedules, and action items across teams.
• Support proposal operations throughout the proposal lifecycle and ensure on-time submission.

Skills

Organization

Time management

Documentation

Written communication

Verbal communication

Cross-functional collaboration

Education

Bachelor's degree in Business/Communications/English/Marketing or related field

APMP certification or progress toward certification

Tools

Microsoft Word

Excel

PowerPoint

Outlook

Job description

The University of Dayton Research Institute (UDRI) is seeking a Proposal Coordinator! If you enjoy managing details, coordinating complex projects, and working in a collaborative, mission-driven environment, we invite you to join our team.

The Proposal Coordinator supports the development, coordination, and production of compliant, high-quality proposals in response to sector and multi‑division proposals within UDRI. This role is responsible for managing proposal logistics, maintaining schedules and action items, coordinating with technical and business stakeholders, and ensuring proposal deliverables are accurate, organized, and submitted on time. The Proposal Coordinator works closely with the proposal manager, contracts and grants, and technical teams to support proposal operations throughout proposal lifecycle.

Minimum Qualifications:

• Bachelor’s degree in Business, Communications, English, Marketing, or related field OR four years supporting proposals, project coordination, business operations, administration, or related functions.
• Strong organizational and time management skills with ability to manage multiple priorities simultaneously.
• Ability to maintain proposal schedules, calendars, action trackers, and deliverable deadlines.
• Strong written and verbal communication skills.
• High attention to detail and ability to work under tight deadlines. Ability to basic document compliance and quality checks for formatting requirements, file naming conventions, and required sections.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to manage assigned responsibilities independently with strong follow-through on assigned tasks and deliverables.
• Comfortable in collaborative environments with cross‑functional teams.
• Due to the requirements of our research contracts with the U.S. federal government, candidates for this position must be a U.S. citizen.

Preferred Qualifications:

• Experience supporting federal government proposals, contracts, or related business operations activities.
• Familiarity with FAR-based solicitations, proposal lifecycle processes, and proposal color team reviews.
• Familiarity with proposal best practices and methodologies (e.g., Shipley-based processes).
• APMP certification or progress toward certification preferred.
• Understanding of proposal compliance requirements, solicitation instructions, and document formatting standards.
• Experience coordinating deadline-driven projects involving multiple stakeholders and competing priorities.
• Experience working with proposal collaboration tools, document repositories, or proposal management systems preferred.

Special Instructions:

To apply please submit a cover letter addressing each minimum qualification and any applicable preferred qualifications that you meet.

Informed by its Catholic and Marianist mission, the University is committed to the dignity of every human being. Informed by this commitment, we seek to increase diversity in all of its forms, achieve fair outcomes, and model inclusion across our campus community. The University is committed to policies of affirmative action designed to increase the employment opportunities of individuals with disabilities and protected veterans in compliance with the Rehabilitation Act of 1973 and Vietnam Era Veterans' Readjustment Assistance Act of 1973.