Proposal Manager

Portland State University; Portland (OR); Hybrid; USD 65,100 - 81,000; Full time

Job summary

Portland State University is seeking a Proposal Manager in the Sponsored Projects Administration (SPA) office to lead a team of analysts and support investigators in completing sponsored project proposals.

The role involves supervising staff, coordinating workloads, and ensuring compliant, timely submissions while maintaining standardized processes across departments; it is based at PSU’s downtown Portland campus with flexible scheduling and limited remote work options.

Qualifications

• Bachelor’s degree and three or more years of related experience.*
• *A Master’s Degree may substitute for a portion of experience requirements
• Experience reviewing, interpreting, and preparing proposals for federal and non-federal sponsors
• Experience preparing budgets and ensuring help with sponsor guidelines
• Knowledge of federal regulations applicable to sponsored programs and ability to apply them in proposals

Responsibilities

• Lead a team of Proposal Analysts supporting Principal Investigators in proposal development and submission.
• Supervise, train, and mentor staff; manage workload and priorities.
• Ensure timely, compliant submissions and maintain standardized processes across departments.

Skills

Verbal and written communication

Project management

Team leadership

Budgeting

Regulatory compliance

Education

Bachelor's degree

Master’s degree (substitute for experience)

Tools

Google Workspace

Microsoft Office

Job description

Please see Special Instructions for more details.

Position Announcement

Proposed Start Date

Proposed Start Date 07/01/2026

Classification Title

Classification Title Fiscal Services

Rank

Rank N - No Rank

Working Title

Working Title Proposal Manager

Department

Department 400401 - SPA Sponsored Projects Office

Position Number

Position Number D92654

Representation

Representation UU - Unclassified Unrepresented

Renewable

Renewable Renewable

End date, if applicable

Position FTE

1.0

Tenure Status

Tenure Status N - not applicable

Position Summary

Brief Description of PSU/School/Dept

Portland State University is Oregon’s most affordable public research university, located in the heart of one of America’s most dynamic cities. Our mission to “let knowledge serve the city” reflects our dedication to turning ideas into action — in Portland and around the world. The city is our campus, giving students unmatched access to career connections, a vibrant cultural scene and hands‑on learning experiences with hundreds of community partners.
More than 20,000 students from all backgrounds bring diverse perspectives to our classrooms and campus life, from the tree‑lined Park Blocks to the bustling Urban Plaza and state‑of‑the‑art science labs. We are proud of our world‑class faculty, groundbreaking research and international reputation for excellence in sustainability, community engagement and innovation.

Position Summary

The Proposal Manager is a professional staff member of Sponsored Projects Administration ( SPA ), the centralized administrative unit at Portland State University ( PSU ) responsible for university-wide administration of external funding received in the form of grants and contracts for research and other scholarly activities. SPA staff provide expertise and professional support to investigators and staff throughout the sponsored projects lifecycle.
The Proposal Manager leads a team of Proposal Analysts who support Principal Investigators in the development and submission of sponsored project proposals. This role is responsible for supervising, training, and mentoring staff; managing team workload and priorities; resolving complex or escalated issues; and providing guidance on the proper preparation of proposals to ensure successful and compliant submissions. The position provides day‑to‑day operational management of proposal services, including oversight of workflows, workload distribution, and process consistency, and promotes consistent, high‑quality support through structured coordination, standardized processes, and clear communication with investigators and departments.
The Proposal Manager serves as an Authorized Organizational Representative ( AOR ) for PSU with delegated authority to legally bind the institution in grants administration matters and certify compliance with federal regulations on behalf of the university.
This position is based at Portland State University’s vibrant urban campus in downtown Portland, where you’ll be part of a welcoming and collaborative community. We offer flexible scheduling options and, when operational needs allow, the possibility of limited remote work (typically up to one day per week) under an approved remote work agreement in line with University policy.

Minimum Qualifications

Bachelor’s degree and three or more years of related experience*

*A Master’s Degree may substitute for a portion of experience requirements

Related experience includes:

• Experience reviewing, and interpreting to funding opportunity announcements and preparing compliant proposals for submission to federal and non‑federal sponsors, including application of sponsor policies and requirements
• Experience preparing budgets and reviewing budgets to ensure accuracy, allowability, allocability, and alignment with project scope and sponsor guidelines
• Experience interpreting and applying federal and state laws and regulations, including financial management principles associated with sponsored awards
• Working knowledge of federal regulations governing research (e.g., OMB Uniform Guidance, Federal Acquisition Regulations, and sponsor policies), and the ability to apply those requirements in proposal development, including making informed judgments in ambiguous or complex situations
• Experience collaborating with post‑award or financial management staff to ensure proposal budgets and plans are viable from proposal through award execution

Knowledge, Skills and Abilities Required to Perform the Duties of the Position:

• Excellent verbal and written communication skills
• Ability to quickly learn, interpret, and consistently apply complex processes and procedures; apply creativity in problem‑solving; prioritize workload; set and meet deadlines; and perform effectively with minimal direct supervision
• Demonstrated commitment to high‑quality customer service and support in a complex institutional environment
• Ability to manage and monitor multiple projects simultaneously, communicate status clearly, and ensure work progresses on schedule
• Strong interpersonal skills to support effective collaboration, team‑building, and communication across departments and stakeholder groups
• Computer and technical proficiency, including Google and Microsoft Office (Word, Excel), email and scheduling systems, and financial or research administration systems; ability to troubleshoot and learn new applications quickly
• Ability to clearly and diplomatically communicate ideas, positions and decisions to a wide range of audiences, including faculty and staff, sponsors, and audit entities.
• Ability to exercise independent judgment and apply problem solving and decision‑making skills in complex or ambiguous situations, anticipate implications of decisions, and proactively identify and implement solutions
• Skill in managing diverse personnel situations with tact, diplomacy, and appropriate assertiveness; ability to foster positive working relationships, maintain morale, and support team productivity
• Demonstrated coaching skills, including developing team dynamics, facilitating collaboration, promoting empowerment, and fostering creativity

Preferred Qualifications

• Experience in sponsored projects administration at an institution of higher education strongly preferred
• Supervisory experience strongly preferred
• Proposal development and submission experience strongly preferred
• Create an environment that acknowledges, encourages, and celebrates differences.
• Function and communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds.
• Seek opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement.
• Adhere to all of PSU’s policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.

Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long‑term sustainability goals.

Work Days/Hours

Total Compensation Range & Benefits Statement

Salary is dependent on several factors, and new employees will typically start around the Q1 level to allow for later growth within the salary band. PSU has a structured process for determining starting compensation, taking into account years of related experience, applicable skills, knowledge and abilities, market parity, and internal equity.
The starting annual salary for this position will be between $65,100 and $81,000 ,but may be negotiated above this range dependent upon the factors above, the budget of the hiring department, and approval from HR.
An excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon University System schools.

Equal Opportunity Employer/Veterans/Disabled