Proposal Administrator I

Job Title

Proposal Administrator I

Agency

Texas A&M Agrilife Research

Department

Administrative Services Staff

Proposed Minimum Salary

Commensurate

Job Location

College Station, Texas

Job Type

Staff

Job Description

About Texas A&M AgriLife

Texas A&M AgriLife is comprised of the following Texas A&M University System members:

• Texas A&M AgriLife Extension Service
• Texas A&M AgriLife Research
• College of Agriculture and Life Sciences at Texas A&M University
• Texas A&M Forest Service
• Texas A&M Veterinary Medical Diagnostic Laboratory

As the nation’s largest most comprehensive agriculture program, Texas A&M AgriLife brings together a college and four state agencies focused on agriculture and life sciences within The Texas A&M University System. With over 5,000 employees and a presence in every county across the state, Texas A&M AgriLife is uniquely positioned to improve lives, environments and the Texas economy through education, research, extension and service.

Click here to learn more about how you can be a part of AgriLife and make a difference in the world!

Position Information

We are seeking a Proposal Administrator I, under general supervision, coordinates and assists with the flow of contracts and related materials at the Texas A&M AgriLife Contract Office (Contract Office).

Day-to-day work involves significant computer usage, communication by phone and email, meetings and meeting coordination, review of emails, contracts, and other documents submitted by third parties to the Contract Office for initial assessment and to determine next steps in the workflow.

Initiate and execute workflow steps required before a Contract Negotiator may proceed with non-sponsored and sponsored contract review or drafting. Assist Contract Negotiators and Contract Office staff with existing work files as needed including follow-up with customers and sponsors.

Assist Contract Negotiators with file close out as needed. Responsible for running metrics reports as requested.

Responsibilities:

• Coordinate multiple work streams and analyzes requirements for incoming or existing requests and contracts relating to non-sponsored and sponsored projects.
• Works to determine project needs including but not limited to: intake of new contracts; creation of work files for negotiations; obtaining compliance reviews and approvals; closeout of contract files (e.g., scan, email, and storage of partially and fully executed agreements); follow up with other internal offices, customers, and sponsors as needed; answering customer inquiries; interacting with customers by phone and email to obtain relevant information.
• Contract types include, but are not limited, to the following agreements: non-disclosure, material transfer, services, collaboration, facility use, leases, purchasing terms and conditions, independent contractors, and sponsored research.
• This position will also provide sponsored project support.
  • This position serves as back-up and overflow handling of sponsored proposals which would include coordination and day-to-day management and submission of new and active proposal requests. proposal creation and review for all proposals submitted on behalf of AgriLife through the Contract Office.
  • Preparation of proposal documentation includes Excel budget creation and compilation and tracking of proposal documentation.
  • Quality Control review of negotiated sponsored project files.
• Reviews emails received by the Contract Office’s general email inbox (routine checks throughout the day) and responds to and process emails received in the general email inbox involving Contract Office personnel as need.
• Provides procedural information to customers regarding administrative procedures, services, or programs provided by the Contract Office.
• Submits requests to Ethics and Compliance as needed for contracts/files requiring research approvals and/or support control approvals.
• Reviews and processes requests for approval of independent contractors.
• Applies and interprets policies or operating practices. Develops administrative and technical procedures as needed to perform duties.
  • Researches, interprets, compiles, and responds to inquiries about Contract Office rules, regulations, policies and procedures. May monitor compliance inline with policies and procedures.
• Aids in coordinating with other offices (e.g., setting meetings/conference calls with customers and the Contract Office staff).
• Coordinates the maintenance of files, records, office supplies, or equipment. Makes recommendations for process improvements, administrative changes, or new initiatives.
• Prepares reports pertaining to Contract Office metrics and/or specialized reports related to contracts processed as requested by administration.
• Other duties as required.

Required Education and Experience:
-Bachelor’s degree or equivalent combination of education and experience.

Required Knowledge, Skills and Abilities:
-Knowledge of word processing, spreadsheet, and database applications.
-Ability to multitask and work cooperatively with others.

-Interpersonal and organizational skills.

What You Need to Know

Salary: Compensation for this position is commensurate based on the selected candidate’s qualifications.

Flexible Work Arrangements: Flexible work schedule and remote work may be available for this position, pending employee eligibility requirements are met in accordance with AgriLife Alternate Work Location Procedures.

Why Work at Texas A&M AgriLife?

When you choose to work for Texas A&M AgriLife, you become part of an organization that is an established leader in agriculture and life sciences with a wide range of capabilities to meet the needs of our statewide, national, and international constituents.

In addition, Texas A&M AgriLife offers a comprehensive benefit packing including the following:

• Health, dental, vision, life and long-term disability insurance with Texas A&M AgriLife contributing to employee health and basic life premiums 
• 12-15 days of annual paid holidays  
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month
• Automatic enrollment in the Teacher Retirement System of Texas  
• Employee Wellness Initiative for Texas A&M AgriLife

Applicant Instructions

Applications received by Texas A&M AgriLife must either have all job application data entered or a resume attached. Failure to provide all job application data or a complete resume could result in an invalid submission and a rejected application. We encourage all applicants to upload a resume or use a LinkedIn profile to prepopulate the online application.

Required Documents

CV/ Resume

Cover letter

List of references

Certifications/ additional documentation

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Veterans/Disability Employer.