Proposal Manager - Office of Research Administration

Engineering a world of possibilities

Mines invites applications for a Proposal Manager, responsible for the management of research and other sponsored proposals through the Office of Research Administration (ORA) at Colorado School of Mines (Mines). This position is a key member of the Proposal Analyst unit and serves as a resource to faculty to ensure compliant proposal submissions. The Proposal Manager will serve as a lead resource to faculty and administrators in the administration of all sponsored research, specifically the submission of funding proposals to external organizations.

The Proposal Manager, with support from the Assistant Director, manages a team of Proposal Analysts by monitoring the schedule and development of sponsored project proposals for Mines. This position will also be responsible for maintaining an accurate database of proposals which will be accessed by ORA and other organizations on campus, including individual faculty members, department heads, deans and central administration.

This position requires critical thinking skills to review and interpret proposal guidelines and sponsor expectations and is responsible for developing compliant proposal budgets, determining that a proposal is ready for submission, signing and submitting proposals on behalf of School by deadline, and providing formal and informal training to faculty members and department administrators.

Hybrid work may be available for this position; on campus presence is required at least three days per week.

Primary Responsibilities

Proposal Submissions

Review research and other sponsored proposals for external funding to assure that the proposals comply with School, state of Colorado, and sponsoring agency regulations.  Determine the completeness of proposals by ensuring all agency and School requirements are met and necessary forms and certifications are prepared. Submit approved proposals, on behalf of Mines, by the sponsor mandated deadline.

• Coordinate the information dissemination and proposal submission process for the School’s subrecipients, subcontractors, or third-party contributors. Accurately incorporate the subrecipient’s proposal into the School’s proposal and budget.
• Work with faculty to create institutionally approved proposal budgets by applying knowledge of a variety of cost information such as School and agency policies. Will determine allowable costs, coordinate with other units on campus for any cost waivers, and verify any institutional funds or resources used for cost matching.  If costs are determined unallowable, recommend changes to the faculty. 
• Perform cost negotiations with project sponsors; including a justification of costs and explanation of school polices and business practices.

Proposal Team Manager

• With support from the Assistant Director, the Proposal Manager will have direct supervision of the proposal analyst unit, 4-8 Full Time Employees, with the authority to hire, evaluate performance, and resolve personnel concerns.
• Determine proposal prioritization by evaluating the sponsor deadline, complexity of the proposal, School policy and staff resources.  The Proposal Manager will effectively manage workloads and priorities for the Proposal Analyst unit to ensure that majority of proposals are complete and submitted by the sponsor deadline. 
• With support from the Assistant Director of Pre-Award, provide training to the Proposal Analysts and faculty on proposal requirements, both school and sponsor, federal regulations, allowable costs, statements of work, indirect costs, etc.  Provide assistance and guidance to Proposal Analysts when they are presented with an unusual situation or problem. 
• Work with the Assistant Director of Pre-Award to establish, document, disseminate and review efficient business policies and procedures for the proposal team while ensuring best business practices. 
• Serve as the final decision-maker regarding the accuracy and completeness of a proposal.  Use authority to sign sponsor representations and certifications, specifically the standard federal representations and certifications included in grant application templates, including Letters of Commitment and cost share. 
• Determine and maintain proposal creation and submission information on the web site.  

Institutional Data Repository

• Work with the data repository team to implement and maintain the software with regards to proposals
• Responsible for ensuring accurate data is entered into the data repository.
• Follow up with faculty to ensure they complete all sections in the data repository as needed and within timeline provided by ORA
• Track all proposals through data repository, review & provide final approval when ready

Communication & Outreach

• Daily communication with faculty to ensure all information for a proposal submission, including the budget and supporting documentation, follow School and sponsor guidelines.
• Interpret and explain federal, School, or state regulations and policies to faculty and other School personnel in order to help them understand the proposal process and how the regulations apply to individual proposals.
• This position has ongoing contact with sponsoring agencies and other external personnel for the purpose of education and training of federal and state policies and directives, ORA procedures, and School policy.  
• Provide formal and informal training to faculty members and departmental staff regarding school policy and procedures and sponsoring agency rules and regulations in relation to the proposal submission process.
• Actively participate in office wide process evaluation and reengineering efforts. Critically evaluate process and procedures with a goal of efficiency and optimal resource utilization. Make recommendations & lead improvements efforts when approved.

Minimum Qualifications

• Baccalaureate degree in business or related field
• Six years experience in research administration
• Demonstrated customer service skills, the ability to work effectively with a wide range of constituencies in a diverse community and ability to meet multiple deadlines 
• Advanced experience using databases, presentation software, and enterprise financial systems
• Advanced experience critically analyzing information and using problem solving skills in order to make independent decisions
• Outstanding interpersonal and communication skills
• Skill in establishing and fostering a cooperative work environment
• Self-motivated and ability to multitask in order to meet deadlines

Preferred Qualifications

• Advanced degree in research administration, business administration, or related field
• Seven or more years experience in research administration
• Experience working in an Institute of Higher Education
• Knowledge and experience implementing research regulations for various federal sponsors
• Proposal development experience for both federal and non-federal sponsors

Salary and Benefits

$89,500 - $95,000 annually

Mines takes into consideration a combination of candidate’s education, training and experience as well as the position’s scope and complexity, the discretion and latitude required in the role, work location, and external market and internal value when determining a salary level for potential new employees.

Colorado School of Mines offers a robust portfolio of benefits for all employees. For this role, that includes:

• Flexible health and dental care options
• Generous sick/vacation time: 13 paid holidays per year – including a week-long winter break for entire campus.
• Fully vested retirement plan on first day of employment, with generous employer contribution
• Tuition benefits (6 credits per year for employees, 50 percent discount for dependents)
• Free RTD Ecopass

All Mines employees also have access to discount programs through the State of Colorado and free tickets for Mines Athletics home games, as well as access to the state of the art Recreation Center (fitness classes and training, swimming pool and more) and equipment rentals through the Outdoor Rec Center. We are proud to have recently opened an on campus daycare center. For more details about benefits at Mines, visit mines.edu/human-resources/benefits.

How to Apply

Complete an online application (personal information, demographic information, veteran status)

• Upload a resume or CV
• Upload a cover letter

Candidates must be currently authorized to work in the United States. Visa sponsorship is not available for this position now nor in the future.

This posting may be used to fill more than one vacancy based on business needs.

References will not be contacted until later in the selection process and you will be informed before that contact is made.

*This posting has been updated to include a refreshed salary and to note that application review will begin immediately. For full consideration, please apply as soon as possible.

Successful Completion of a Background Investigation is Required for this Position.

About Mines & Golden, CO

When the world looks for answers, the world looks to Mines.

Colorado School of Mines is a top-ranked public university solving the grand challenges facing our society, particularly those related to the Earth, energy and the environment. Founded in 1874 with specialties in mining and metallurgy, Mines’ scope and mission have continually expanded to meet the needs of industry and society. Today, we are the No. 36 public university in the nation, recognized for our innovation and undergraduate teaching in science, technology engineering and math (U.S. News and World Report, 2025).

Mines graduates are change makers, boundary breakers and problem solvers. Since our earliest days, a Mines education has been and continues to be a transformational opportunity, with one of the strongest returns on investment out there for talented STEM students of all backgrounds.

At the same time, Mines faculty members are pushing their fields in new directions, whether that’s manufacturing, space resources, quantum engineering, carbon capture or more. Mines was recently classified as a R1 “Very High Activity” research institution by Carnegie, a notable feat for any university but particularly one of our size.

That size – roughly 8,200 undergraduate and graduate students – also translates to a close-knit campus community, where employees have opportunities to get involved in multiple ways, continued professional learning is valued and everyone can make an impact.

Community Alliance groups bring together employees for professional development, networking, and community involvement, and all Mines employees also have access to the wealth of activities happening every day on campus – nationally-renowned speakers, special events and Mines traditions like Engineering Days, just to name a few.

And don’t get us started on our hometown. We are located in the heart of Golden, Colorado --with its charming historic downtown and nearby hiking trails – and in close proximity to all that Denver and the Rocky Mountains have to offer. That includes the sunny, high-altitude climate and outstanding outdoor recreation opportunities that make the Denver area an ideal place to live, work and play.

Are you looking for an inspiring, mission-driven workplace where you can contribute to solving the world’s problems and educating the next generation of change makers? Are you an individual who values a community where our individual perspectives and experiences enrich the educational and work experience?

Look to Mines.

Additional Information and Reasonable Accommodation Requests
It is the intent of Mines to comply with the applicable requirements of the Americans with Disabilities Act and the Americans with Disabilities Act Amendments Act of 2008, and their implementation rules and regulations, in support of equal opportunities for qualified applicants with disabilities. To meet this goal, Mines will make reasonable accommodations during the employment selection process and within our working environment.

If you are a qualified individual with a disability or a disabled veteran, you may request a reasonable accommodation if you are unable or limited in your ability to access job openings or apply for a job on our site as a result of your disability. You can request a reasonable accommodation by contacting our Human Resources team at [email protected] or 303.273.3250 for assistance.

Successful completion of a background investigation may be required for this position.

Equal Opportunity

Colorado School of Mines is committed to equal opportunity for all persons. Mines does not discriminate on the basis of age, sex, gender (including gender identity and gender expression), ancestry, creed, marital status, race, ethnicity, religion, national origin, disability, sexual orientation, genetic information, veteran status or current military service. Further, Mines does not retaliate against community members for filing complaints regarding or implicating any of these protected statuses.

Mines’ commitment to nondiscrimination, equal opportunity and equal access is reflected in the administration of its policies, procedures, programs and activities and in its efforts to achieve a talented student body and workforce.

Through its policies, procedures and resources, Mines complies with federal law, Colorado state law, administrative regulations, executive orders and other legal requirements to prevent discrimination (including harassment or retaliation) within the Mines campus community and to address potential allegations of inequality or concerns for safety.

Colorado's premier engineering and applied science university for 150 years and counting