Sponsored Projects Manager

Planetary Science Institute; Tucson (AZ); On-site; USD 80,000 - 110,000; Full time

Job summary

Planetary Science Institute in Tucson, AZ seeks an experienced Proposals Manager to lead and coordinate all pre-award and intake activities for grants, contracts, and subawards. The role ensures budgets align with regulations and sponsor requirements, and coordinates with PIs and external partners throughout the proposal life cycle.

The position involves reviewing costs, guiding subaward proposals for NASA missions, and ensuring timely submission within deadlines.

Responsibilities

• Lead and manage all pre-award proposal preparation and award intake activities, across all instrument types (grants, cooperative agreements, contracts, and subawards/subcontracts), submitted to federal and non-federal entities.
• Review Principal Investigator-prepared proposal budgets for accuracy, completeness, and compliance with applicable regulations (e.g., Uniform Guidance, FAR) and the terms of the sponsor's Request for Proposal or solicitation.
• Ensure budgeted costs are allowable and external partners are properly categorized based on their functional role on the project and relationship to PSI (e.g., Subrecipient, Vendor, Consultant, Employee, etc.).
• Submit Requests for Proposals (RFPs) to Subrecipients and/or Contractors included on the proposed project team, when applicable.
• Review proposed costs and scope of work to identify potential operational challenges in the post-award phase.
• Provide a hands-on technical review and guidance for subaward and subcontract proposals, particularly continuation proposals for future phases of existing NASA mission awards, which include increased complexity of flow-down terms and negotiated funding structures.
• Assist PIs with compiling and finalizing proposal packages and submits completed proposals to sponsors within prescribed deadlines.
• Conduct award and subaward/subcontract intake review, including related modifications, comparing draft award and subaward documents against the submitted proposal to confirm alignment (e.g., funding details, scope of work, period of performance) prior to handoff to the Contracting Officer for review and negotiation.
• Assist the Contracting Officer during the negotiation phase by resolving questions on budget or scope details and facilitating internal review and signature routing.
• Monitor current and upcoming proposal efforts and manage administrative workloads by establishing internal deadlines for PIs.
• Provide hands-on technical review and guidance on complex proposal budgets, working closely with PIs to resolve issues prior to submission.
• Monitor the status of proposals from inception through receipt of the award (if selected for funding).
• Ensure proposal and award tracking information is accurate and up to date.
• Maintain an appropriate system for storing historical proposal records and corresponding award documents.
• Provide new hire orientation training to PIs on PSI's proposal preparation process.
• Maintain a documented system of proposal policies and procedures.
• Keep abreast of federal agency requirements on reporting and certifications; track due dates for interim and final reports and submit on behalf of the PIs.
• Additional responsibilities as assigned by the Chief Executive Officer.

Job description

MAJOR RESPONSIBILITIES/ACTIVITIES:

• Lead and manage all pre-award proposal preparation and award intake activities, across all instrument types (grants, cooperative agreements, contracts, and subawards/subcontracts), submitted to federal and non-federal entities.
• Review Principal Investigator-prepared proposal budgets for accuracy, completeness, and compliance with applicable regulations (e.g., Uniform Guidance, FAR) and the terms of the sponsor's Request for Proposal or solicitation.
• Ensure budgeted costs are allowable and external partners are properly categorized based on their functional role on the project and relationship to PSI (e.g., Subrecipient, Vendor, Consultant, Employee, etc.).
• Submit Requests for Proposals (RFPs) to Subrecipients and/or Contractors included on the proposed project team, when applicable.
• Review proposed costs and scope of work to identify potential operational challenges in the post-award phase.
• Provide a hands-on technical review and guidance for subaward and subcontract proposals, particularly continuation proposals for future phases of existing NASA mission awards, which include increased complexity of flow-down terms and negotiated funding structures.
• Assist PIs with compiling and finalizing proposal packages and submits completed proposals to sponsors within prescribed deadlines.
• Conduct award and subaward/subcontract intake review, including related modifications, comparing draft award and subaward documents against the submitted proposal to confirm alignment (e.g., funding details, scope of work, period of performance) prior to handoff to the Contracting Officer for review and negotiation.
• Assist the Contracting Officer during the negotiation phase by resolving questions on budget or scope details and facilitating internal review and signature routing.
• Monitor current and upcoming proposal efforts and manage administrative workloads by establishing internal deadlines for PIs.
• Provide hands-on technical review and guidance on complex proposal budgets, working closely with PIs to resolve issues prior to submission.
• Monitor the status of proposals from inception through receipt of the award (if selected for funding).
• Ensure proposal and award tracking information is accurate and up to date.
• Maintain an appropriate system for storing historical proposal records and corresponding award documents.
• Provide new hire orientation training to PIs on PSI's proposal preparation process.
• Maintain a documented system of proposal policies and procedures.
• Keep abreast of federal agency requirements on reporting and certifications; track due dates for interim and final reports and submit on behalf of the PIs.

Additional responsibilities as assigned by the Chief Executive Officer.