Coordinator, Proposals

The Proposal Coordinator supports the proposal development team and may also coordinate bids, under supervision, ensuring compliance and integrity of all proposal documentation, coordinating internal flow and review of proposal inputs/outputs, and organizing the submission of final proposal documentation.

Key Responsibilities:

• Under supervision will assist in analyzing solicitation and/or bid requirements in order to support a proposal team under the lead of a Proposal Specialist
• Ensure industry standard and appropriate tools and techniques are utilized:
  • Annotated Outlines and/or Supplied Solicitation Templates
  • Compliance Matrix/Assignments
  • Proposal Schedule
  • Kick-off Meeting Agenda
  • Data Call Matrix
  • Evaluation/Merit Review Score Sheet
  • Production Checklist and Delivery Receipt

• Assist in the establishment of the proposal file structure in the applicable common drive for proposals where the Institute is a subcontractor. For Prime bids, ensure proposal documentation is uploaded into the applicable SharePoint site
• Support/coordinate regular proposal status meetings with the Proposal Specialist and Project Lead/Team in order to adhere to the proposal schedule
• Coordinate the internal flow of data calls with the teaming partners, and review of Project Team proposal inputs and outputs
• Support/Coordinate a proposal review agenda, and disseminate the agenda along with the Evaluation/ Merit Review Score Sheet for a Final Proposal Review
• Schedule and support a review debrief session so that reviewers can share their findings with the Project Team
• Ensure compliance and integrity of proposal documentation by checking to see if Reviewer comments/edits have been incorporated into the final proposal
• Assist with the integration of draft and final text and graphics into the appropriate proposal section(s)
• If hardcopies are required, coordinate the production, reproduction, and binding/packaging of all final proposal documentation to the customer at least 24 hours before the proposal is due
• For electronic submissions, ensure all documentation is posted on the appropriate SharePoint site in the Final Proposal Submission Library – and is sent via email to the Contracts Group at least 24 hours before the proposal is due
• Other reasonable and normal duties associated with the Proposal Coordinator position to support proposal activities

Education and Experience:

• Candidates should have a Bachelor’s Degree and at least one to two years of proposal coordination experience. An Associate’s Degree in related field i.e., Management, Communications, English, or Journalism, plus three to five years of proposal coordination experience is acceptable.
• The knowledge and experience needed to be a successful Proposal Coordinator include:
  • Basic knowledge of Federal Request for Proposals, State and Local Bids, and/or Grants Management submission processes
  • Understanding of and entry-level experience with formal proposal development processes, e.g., Shipley methodology
  • Capabilities to develop, cultivate, and maintain internal and external relationships for successful proposal submissions
  • Ability to work well in a team environment or independently, as required
  • Apply disciplined and proactive organizational skills to ensure that the proper systems and processes are utilized and implemented on-time to meet proposal requirements

Skills and Attributes:

• Experience with all MS Office applications, including SharePoint
• Demonstrated written and verbal communication skills
• Ability to create the proposal outline(s), schedule, compliance matrix and other data call documents for the teaming partner package(s) for the proposal kickoff meeting
• Ability to coordinate, integrate, and format proposal sections as applicable for final proposal submissions
• Capability to develop the proposal schedule and organize proposal status and review meetings
• Accountable for working with assigned technical assistant staff for proposal production, and archiving of final proposal material into the required common drive and/or SharePoint site