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Proposal Administrator, Sr. ( Hybrid or Remote )
Job no: 495907
Work type: Full Time
Location: Troy, NY, Hybrid: in-office and remote work, Remote (US Only)
Categories: Business, Accounting and Finance, CFHE
Job Summary:
The Sr. Proposal Administrator is responsible for review and submission of outgoing proposals The Proposal Administrator, Sr. reviews and assists in creation of applicable proposal budgets and other aspects of proposals in alignment with sponsor and solicitation guidelines and provides feedback to the research community (faculty, business administrators, and research personnel) as applicable on required corrections or policies and proecdures for proposal review and submission. The Proposal Administrator, Sr. also reviews proposals for compliance with federal, state, and institutional regulations, monitoring proposals for risks and escalating deviations to Associate Director (who works with Finance leadership as appropriate), The Proposal Administrator, Sr. serves as an authorized official on behalf of RPI to represent and certify on behalf of the university to the accuracy of proposal content, as well as other matters as required by sponsors. The Proposal Administrator, Sr. assists with developing and delivering training for the research community, as well as the maintenance of business process documentation and tools for proposal submission at RPI. The Sr. Proposal Administrator shall actively participate in process improvement and training and communication to campus stakeholders related to the proposal submission process at RPI as assigned.
Who we are:
Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎
Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world's fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world.
With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth.
Minimum Qualifications:
Bachelor's degree required.
Minimum of three (3) years of experience in sponsored programs within a higher education setting, including in-depth knowledge of federal proposal submission procedures for a variety of federal sponsors, as well as federal regulations related to the administration of grants and contracts, including 2 CFR 200 (Office of Management and Budget Uniform Guidance) and the Federal Acquisition Regulations (FAR).
Relevant combinations of education, training and experience may be considered.
Minimum Knowledge, Skills, and Abilities:

• Knowledge of federal regulations and policies governing non-profit and/or educational institutions, specifically as they relate to proposal review and submission across a complex mix of Federal, State, foundation/not-for-profit and industry sponsored opportunities.
• Demonstrated proficiency with Microsoft Office Suite
• Ability to analyze and interpret data
• Ability to communicate effectively, both orally and in writing
• Excellent interpersonal and organizational skills
• Ability to work effectively under pressure and meet established goals and objectives
• Ability to work independently or as part of a team
• Ability to work in fast paced, rapidly changing environment.
• Demonstrated problem solving and project management skills.
• Demonstrated supervisory skills
• Demonstrated ability to work independently with minimal supervision
• Excellent oral and written skills
• Ability to interact well with people either individually or in a group setting

Representative Job Duties:

1. Review, process and submit proposals, ensuring compliance with Rensselaer's polices, sponsor requirements, and Federal rules. Submission includes reviewing final budgets for high risk areas such as level of effort, use of subcontracts, cost sharing, and correct application of F&A rates in alignment with RPI's approved agreement. Serve as authoried institutional official for proposal submissions.
2. Maintain Rensselaer proposal budget template for use, including correcting and updating formulas, and developing an in-depth understanding of the tool's features as they relate to proration of tuition and faculty/staff/student time, calculation of cost share, and others.
3. Navigate multiple sponsor systems (e.g., grants.gov, research.gov, EERE Exchange, NASA NSPIRES) and forms (e.g., SF424, various FDP forms, DOE/DOD budget workbooks by gov't fiscal year/task, etc.) and Q/A such forms for compliance with RPI and sponsor rules. Serve as SME for campus and lead training efforts for campus business managers on divisional/departmental pre-award research administration.
4. Become a campus resource for RPI systems (e.g., Cayuse, Banner) and tools (e.g., checklists, templates, forms, etc), viewed as a Subject Matter Expert (SME), to faculty and the business community. Participate as a leader in hands-on training of campus users for RPI specific business processes and policies related to proporsal review and submission.
5. Review policies and procedures to identify areas for potential streamlining and provide recommendations to supervisor.
6. Serve as a campus resource, viewed as a Subject Matter Expert (SME), to faculty and the business community for proposal related questions for a complex mix of Federal grant and contract solicitations (NIH, NSF, DoD, DOE, and others), State, foundation, and industry-funded proposals. Provide interpretation of federal agency announcements and proposal guidelines; assist the research community with completion of agency specific forms, and navigating agency specific portals to submit proposals.
7. Ensure that RPI Cost Share proposed is approved and documented prior to proposal submission. In cases where an exception is warranted, document approval from Assistant Vice President of RAF.
8. Notify Operations Specialist within 48 hours of proposal submission to ensure timely data entry for proposal metrics. Track and enter all proposal submission information into Cayuse and other trackers as required.
9. Review and validate subcontract documentation (i.e., SOW, Budget, AOR Approval, etc.) for inclusion with RPI proposals at time of submission.
10. Assist with costing and just-in-time-processes in order to respond to sponsors who request revised budgets or updated proposal packets from RPI prior to award issuance, including review and completion of representations and certifications and other forms which are received in response to proposals.
11. Perform other duties as requested and assigned.

Shift:
Business Hours: Monday - Friday 8:30 a.m. to 5:00 p.m. EST.
Location:
Our Institute is primarily onsite and located in Troy, NY. Our team supports flexible work arrangements, including hybrid schedules. Remote work arrangements may be considered for the right candidate. Candidates must be available during Institute operational hours Monday through Friday, 8:30 a.m. to 5:00 p.m. EST.
Starting Salary/Rate:
Expected hiring range: $75,000 - $80,000
Pay transparency disclosure: The selected candidate's salary will be determined based on factors that include the available budget, internal equity, and the final candidate's qualifications, experience, education and other job-related credentials. This hiring range is provided as Rensselaer's good faith estimate of the expected hiring range at the time of posting.
Application instructions:
Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.
If you need assistance with the online application process, please contact careers@rpi.edu.
Job Posted Date:
Applications will be accepted until the position is filled.
Total Compensation and Benefits Information:
Rensselaer's Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information, please visit Benefits | Human Resources (rpi.edu).
Rensselaer Polytechnic Institute is committed to the cultivation of a community that is welcoming, inclusive, and above all values learning. We welcome candidates who bring a variety of perspectives to Rensselaer Polytechnic Institute's work and campus communities. Rensselaer Polytechnic Institute is an Equal Opportunity Employer.
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation or gender identity, national origin, disability status, protected veteran status, or other characteristic protected by law.
Advertised: 01 Jun 2026 Eastern Daylight Time
Applications close:
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