What are the responsibilities and job description for the Proposal Coordinator position at Human Resources Research Organization?
The Human Resources Research Organization (HumRRO), a non-profit national leader in workforce assessment, human capital consulting, and education applied research, is looking for a full time Proposal Coordinator to join our growing Business Development (BD) Division. At HumRRO, you will be working with world-class scientific and practitioner staff to solve challenging people and human capital challenges affecting government, military, education, credentialing, and private sector clients. As a non-profit, HumRRO is dedicated to work that contributes to science and society.
The Proposal Coordinator will report to the Manager, Proposals and Opportunities Execution Team, who in turn reports directly to the Vice President of Business Development (VP/BD). This role involves direct day-to-day interaction and coordination with both the VP/BD, the President of HumRRO, and individual proposal managers. This person will be responsible for all compliance and execution related activities for proposal efforts. This person will lead and manage the proposal timeline and coordination activities. This individual will not write nor prepare the proposal materials but will act as the primary coordinator to ensure flawless execution of proposal delivery. With support and guidance from others, the Proposal Coordinator will collaborate with team members to ensure that proposals are executed timely and in compliance with all solicitation requirements.
Responsibilities:
Help to establish and reinforce proposal best practices company-wide and actively participate in proposal activities across the BD division.
Proposal Planning, work with proposal managers to:
- Ensure the creation of proposal workspaces (SharePoint) and capture of key records/documents (Salesforce), and manage their accessibility and availability throughout proposal activities
- Work with other BD Division staff to leverage institutional and cross-disciplinary knowledge to collect, organize, and assess proposal materials (e.g., boilerplate, resumes, and past performance write-ups)
- Ensure the capture of unique proposal requirements, e.g., contingent hires, equipment, subcontractors, and consultants.
Proposal Preparation/Development, work with proposal managers to:
- Create, monitor, and enforce the week-to-week HumRRO proposal delivery schedule
- Work with the BD Division to offer/deliver training to staff on proposal processes and reviews
- Ensure version-control procedures for all proposal content
- Ensure compliance with all RFP instructions and evaluation criteria, and promote use of compliance matrices
- Coordinate executive/corporate reviews, prior to submission
- Anticipate and resolve proposal compliance and submissions challenges and problems
- Coordinate activities with other proposal support teams, e.g., Clerical Support Group, Creative Services Group, IT, and Contracts
- Interface with contracts and pricing staff to ensure timely and compliant Cost/Pricing volumes
- Develop and collect questions on solicitations, and work with proposal teams to ensure timely submission
- As needed, participate in pricing and subcontractor meetings, and other proposal-related discussions
- Help to coordinate oral presentations and revisions to proposals
- Ensure capture of proposal budgets.
Post Submittal, work with proposal managers to:
- Ensure that final proposal files are archived properly
- As needed, participate in debriefs with clients and help to document award rationales, strengths, weaknesses, and lessons learned
- Ensure capture of debrief information in Salesforce
- Assist in responding to customer questions or clarification requests and developing a final revised proposal
- Lead internal lessons learned meetings to identify ways of improving the proposal processes.
Requirements/Qualifications
- Bachelor's Degree, and at least 5 years of experience working in similar roles preferable in a federal proposal and/or business development environment
- U.S. citizenship is required for this position based on government contract requirements
Necessary Knowledge, Skills, Abilities, and Other Characteristics
- Capability to run a fast-paced operational workflow and schedule, including diplomatically directing staff as needed
- Demonstrated experience supporting federal proposals
- Demonstrated ability to comply with solicitation requirements
- Strong written and verbal communications skills
- Demonstrated experience working independently, as well as working effectively with teams
- Exceptional organization and prioritization skills
- Must be able to dependably work site standard hours, as well as additional work hours when necessary
- General working knowledge of MS Word, PowerPoint and Excel, and cloud document sharing environments such as MS 365/Teams/SharePoint
- Demonstrated ability to support often overlapping/simultaneous proposals and assignments; meet strict deadlines and be quality and detail-oriented
- Able to maintain confidentiality in all business matters
Other Preferred Qualifications
- Proficiency using Adobe Acrobat Professional
- Proficiency using Salesforce
- Training or experience with proposal preparation processes (e.g., Association of Proposal Management Professionals, Shipley).
This position will be located at our corporate headquarters in Old Town Alexandria, VA.
All qualified applications will receive consideration without regard to race, color, religion, sex, national origin, age, marital status, sexual orientation, gender, gender identity, veteran status, medical condition, or disability. EEO/AA Employer/Vet/Disabled.
Named one of "50 Great Places to Work" by Washingtonian magazine, 2019, and one of the "Top Workplaces" by The Washington Post for 2020 and 2021
