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Senior Proposal Manager

2 months ago

Oakland, California, United States Public Health Institute Full time


Senior Proposal Manager

Posting Number: #1897

Position Title: Senior Proposal Manager

Closing Date: Until Filled

Location: Remote, USA


Apply Here

The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

PHI was distinguished as one of the top 50 "Best Non-Profit Organizations to Work For" by the Non-Profit Times in a national search.

Position Summary

The Bid and Proposal department provides pre-award bid and proposal support to over 75 investigators for grant and contract applications to federal, state, and other agencies. The Senior Proposal Manager will be a key member of an efficient 5-7-person team. This position is responsible for ensuring the policies, processes, and work products of PHI's Bid & Proposal department are in compliance with all federal, state, local and PHI regulations, policies, and procedures. The position reports to the Senior Director of Bid & Proposal and works closely with the Development Department on special projects as dictated by business needs.

The Senior Proposal Manager supports Bid and Proposal Specialists, who assist with the preparation, review, and submittal of grant and contract applications. The position also interacts with the Senior Management, Principal Investigators/Program Directors, as well as representatives of federal, state, and private funding agencies. With direction and guidance from the Senior Director, the Senior Proposal Manager is regularly called upon to make independent decisions required for timely and accurate development and submission of proposals. This position manages multi-member teams in the planning and delivery of proposal submissions.

This is a regular full-time remote position that is required to work core business hours in the Pacific Time zone.

Full salary range for this position: $107,456 to $163,320 per year. The typical hiring range for this position is from $107,456 (minimum) to $135,388 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate's knowledge, skills, experience, as well as budget availability.

Essential Duties & Responsibilities

Coordination and General Support:

  • Reviews award and contract agreements and negotiates with funding agencies and Principal Investigators.
  • Works closely with Project Managers, Principal Investigators, and Administrators to analyze programmatic needs and provide budget recommendations for proposal and contract submissions.
  • Provides budget training to Bid & Proposal staff and Program Directors and Program Administrators, as needed.
  • Develops training materials and provides training for internal PHI central colleagues and program community.

Compliance and Special Projects:

  • Works closely with B&P Director and Development Department on special projects as assigned by the Senior Management Team and as dictated by business needs.
  • Establishes and maintains documentation of internal processes related to pre-award submission and budget development.
  • Ensures compliance with all federal, state, local and PHI regulations, policies, and procedures.

Proposal Development:

  • Based on complexity and/or size of proposals, will manage a team of B&P Specialists and other internal and external parties in the planning and delivery of proposal submissions.
  • Provides back-up support on complex budget negotiations and development for Senior Director and Grant Pricing and Budget Analyst and during periods of surge.
  • Works in close coordination with Development team on PHI initiatives' serving as lead for B&P team and works on various proposal roles include: the proposal coordinator or lead budget drafter. Will perform the following on strategic proposals:
  1. draft and/or develop proposal materials such as proposal calendars, proposal compliance documents, corporate capacity sections, formatting/collecting CVs, collecting letters of support, drafting budget narratives, and collecting or drafting other ancillary documentation required by the solicitation in coordination with the Development Team
  • Works closely with programs on complex and/or new initiatives as requested to provide more in-depth budget review and support.
  • Develops cost volumes including budgets and justifications using agency guidelines and soliciting text and other materials from program staff as required by proposal guidelines.
  • Team on strategic PHI Initiatives. Supports the drafting of BAFO and competitive range responses for strategic proposals as required.

Performs other duties as required by the needs of the department.

Minimum Qualifications
  • 8 years of related experience which includes:
    • 5 years of relevant pre-award experience, preferably in a large nonprofit or university sponsored projects (pre-award) office.
    • 5 years of relevant experience in budget development, contract negotiation, and process flow.
    • 5 years of experience in proposal management, writing and development.
    • 2 years of project management experience.
    • 3 years of experience as a manager. Knowledge/experience related to leadership can substitute.
  • Bachelor's degree, or substitute with 4 additional years of related experience.
Other Qualifications
  • Previous experience working for a public health focused nonprofit or related organization (preferred).
  • Expert knowledge of current federal, state, non-profit sponsor regulations, policies, requirements, and procedures.
  • In-depth knowledge of sponsored projects administration and advanced experience with grants, cooperative agreements, and/or sponsored contracts.
  • Ability to work in fast-paced environment with a high-level of attention to detail.
  • Excellent written and verbal communication skills, including interpersonal and team building skills.
  • Advanced skills in writing, editing, and proofreading.
  • Strong analytical skills with the ability to collect, organize, analyze, and disseminate significant amounts of information with attention to detail and accuracy.
  • Flexibility and ability to work well under tight deadlines.
  • Extensive experience with federal funding (USAID, NIH, CDC) and award negotiation.
  • Experience with SharePoint, Box, or other cloud storage tools to work across teams and departments.
  • Experience in or knowledge of nonprofit and/or cost accounting, including sophisticated fund and grant accounting, compliance, and reporting.
  • Fluency in writing budget justifications and preparing cost volumes, including best practices for writing about best value and cost realism.
  • Ability to gather, organize, and lead special projects with limited supervision.
  • Excellent math skills.
  • Strong reasoning and analytical skills.
  • Advanced level in the use of Microsoft Office, especially Excel, and common desktop/web applications.
  • Ability to handle multiple projects and prioritize projects with short deadlines.
  • Excellent verbal and written communication skills.
  • An effective team player with ability to relate well with others.
  • Ability to be creative, resourceful, reliable, trustworthy, and discrete.
  • Ability to work extended hours as required by business needs.

FAIR LABOR STANDARDS ACT (FLSA) STATUS

This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.

EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser:

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at

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