Proposal Preparation Specialist I

Special Instructions to Applicants: All interested applicants should attach a resume and cover letter in the Supporting Documents section of the application, preferably in PDF format to avoid any formatting issues.

About Rice:
Boasting a 300-acre, tree-lined campus in Houston, Texas, Rice University is ranked among the nation’s top 20 universities by U.S. News & World Report. Rice has a 6-to-1 undergraduate student-to-faculty ratio and a residential college system, which supports students intellectually, emotionally, and culturally through social events, intramural sports, student plays, lecture series, courses, and student government. Developing close-knit, diverse college communities is a strong campus tradition, which is why Rice is highly ranked for best quality of life and best value among private universities.

Rice is also a wonderful place to work. Rice faculty, staff, and students share values that are essential to our success as a healthy community. Those values guide our decisions and behaviors and shape Rice’s culture. They come through in the way we treat each other and the welcome we extend to our visitors. These values can be recalled simply by our name — RICE — Responsibility, Integrity, Community, and Excellence.

Position Summary:
As a Proposal Preparation Specialist I, you will assume responsibility for overseeing all aspects of proposal preparation for the School of Natural Sciences. This includes supporting the entire proposal development process and providing administrative assistance for pre-award research administration. Reporting directly to the Associate Director of Pre-Award Research Administration in the Wiess School of Natural Sciences, this role plays a vital role in facilitating effective communication and collaboration.

The ideal candidate will possess the ability to work independently and demonstrate strong analytical skills, ensuring prompt and efficient responses to faculty and staff in the preparation and submission of grant proposals within strict deadlines.

Ideal Candidate Statement:
The ideal candidate should demonstrate strong analytical and organizational skills and the ability to work effectively in a fast-paced, deadline-driven environment. The position requires the ability to develop knowledge of applicable federal and state regulations, policies, and sponsor guidelines and to interpret requirements established by sponsoring organizations with guidance from senior staff as needed.

Workplace Requirements:
We offer the flexibility of hybrid work. Hybrid roles integrate on-campus and remote work to foster both independence and collaboration. Per Rice policy 440, work arrangements may be subject to change.

Hiring Range: $65,000 minimum, with the hiring salary commensurate with experience. 

*Exempt (salaried) positions under FLSA are not eligible for overtime. 

Minimum Requirements:

• Bachelor’s degree

  • In lieu of the education requirement, additional related experience above and beyond what is required may be substituted on an equivalent year-for-year basis.

• 2 years of experience in a higher education setting collaborating with faculty or academic researchers.

Skills:

• Initiative and ability to work independently and as a team member

• Effective interpersonal skills, both written and verbal

• Administrative and organizational skills and the ability to prioritize one’s workload

• Strong critical-thinking skills

• Strong writing and editing skills

Preferences:

• Experience working in an academic or research setting and collaborating with faculty or research teams.

Essential Functions:

• Review Funding Opportunity Announcements to identify proposal requirements and assist with developing proposal preparation timelines, templates, checklists, and tracking proposal development activities.

• Interpret and communicate sponsor proposal requirements and submission processes to faculty and staff, with guidance from senior staff as needed.

• Prepare proposal budgets in collaboration with principal investigators and perform basic reviews for accuracy and alignment with sponsor guidelines and University research policies.

• Coordinate proposal preparation activities and support faculty and project teams in developing and submitting proposals that comply with sponsor guidelines and University policies.

• Assist with preparing non-technical proposal components, including biosketches, Current and Pending (Other) Support documents, facilities and resources documents, and other required administrative sections in accordance with sponsor requirements.

• Review proposal documents for completeness, formatting, and compliance with sponsor requirements and University research policies prior to submission.

• Serve as a point of contact for faculty, departmental administrators, and the Office of Sponsored Projects (OSP) to facilitate timely proposal preparation and submission.

• Prepare professional written communications for faculty, sponsor agencies, and internal stakeholders regarding proposal-related activities.

• Collaborate with faculty, departmental staff, and research administration offices to support proposal development and pre-award activities throughout the proposal lifecycle.

• Assist with maintaining proposal records, archives, reports, templates, guidance documents, and other administrative resources.

• Prepare and update proposal documents (revised budgets, JIT documentation, etc.) as needed prior to the execution of an award.

• Perform all other duties as assigned.

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits 
Rice Mission and Values: Mission and Values | Rice University 

Rice University is committed to ensuring Equal Employment Opportunity and welcoming the fullness of diversity into our candidate pools. Rice considers qualified applicants for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status. Rice also provides reasonable accommodations to qualified persons with disabilities. If an applicant requires a reasonable accommodation for any part of the application or hiring process, please get in touch with Rice University’s Human Resources Office via email at facstaffada@rice.edu for support.

If you have any additional questions, please email us at jobs@rice.edu . Thank you for your interest in employment with Rice University.

Salary : $65,000