Proposal Coordinator – AAI Projects - 22151BR

Proposal Coordinator – AAI Projects

Achievement & Assessment Inst
University of Kansas Lawrence Campus
Work Location Assignment: 
Employee Class: 
U-Unclassified Professional Staff

Position Overview

The Achievement and Assessment Institute (AAI) is a designated research center with an annual budget of $50M, over 300 full time staff and 117 temporary staff (GRAs, Students, and Temps).

The Achievement & Assessment Institute (AAI) at the University of Kansas exists to improve the performance of children, adults, and organizations throughout local, state, and national communities. AAI currently includes ten centers, which represent a diversity of services and programs and supports faculty research, both in the School of Education and Human Sciences and other academic units. AAI centers are strongly mission driven, but also are significantly more entrepreneurial than a typical university research center. The AAI mission is accomplished in five primary ways.
  • Partnering with local, state, national, and global communities to apply scholarship to implement programs with direct public impact.
  • Developing and publishing generalizable knowledge that allows leveraging of the solutions developed so that the success of the first part of our mission is magnified.
  • Providing faculty with the support and encouragement they need to generate resources for research and development in support of enhanced achievement of individuals and organizations.
  • Providing students with experiences vital to their professional development.
  • The Institute and its centers also provide opportunities for undergraduate and graduate students to obtain valuable research and on-the-job employment experience while completing coursework.
The Proposal Coordinator – AAI Projects will be a crucial member of the AAI Central Office team. This position will assist the AAI Associate Director for Finance and Administration to carry out the mission of the Institute. The incumbent plays a key role in the management and coordination of sponsored projects in the Achievement and Assessment Institute (AAI). The incumbent will work collaboratively with a team that performs both pre-award and post award management functions for AAI in a highly agile environment, while working directly with investigators and other research administration, finance, and HR administrators. This salaried position will manage research administration activity for their assigned portfolio and serve as the administrative liaison between the university and sponsor regarding all pre-award activities. The position will allow the candidate flexibility and support to utilize advanced problem-solving and analytical skills to grow and innovate the business processes for delivering services and providing resources for AAI investigators, while facilitating administrative ownership of the project from proposal to award closeout.

This is a full-time position. Hybrid preferred, remote considered

Job Description

75% - Pre-Award Duties:
  • Manage proposal preparation, review and submission
  • Solve unique and time-sensitive problems and interact with Principal Investigators, AAI proposal preparation staff, agency officials, and university personnel.
  • Communicate expectations around proposal preparation/revisions, budget modifications, and compliance requirements.
  • Analyze and interpret the agency’s request for proposal (RFP).
  • Review and verify all compliance requirements at time of proposal and confirm all necessary compliance regulations for sponsored projects at award initiation.
  • Prepare and review all necessary sponsor application forms with correct institutional and proposal information. Review all known contract terms/requirements noted at the proposal stage and ascertain additional university approvals from appropriate departments as necessary.
  • Develop an adequate, accurate, and justifiable proposal budget and justification in coordination with the Principal Investigator and in accordance with sponsor and university policies.
  • Obtain all necessary signatures/approvals (e.g., for inclusion of cost share, space usage, and collaboration).
  • Act as liaison with other research institutions when preparing submissions which include subawards.
  • Complete and transmit the approved proposal package to meet all sponsor-imposed deadlines and provide any necessary assistance to investigators with sponsor electronic systems that require direct interaction by the PI. Maintain proposal records in system of record (Streamlyne).
  • Answer any post-submission questions posed by sponsor to facilitate award issuance.

15% - Administrative:
  • Maintain high responsiveness and stellar customer service in the face of unyielding deadlines and inflexible external schedules.
  • Act as a liaison regarding the AAI sponsored project portfolio for AAI financial and administrative staff, Contract Negotiations, KU Center for Technology Commercialization, and Research Integrity staff to facilitate the smooth completion of negotiation tasks.
  • Communicate with investigators/sponsors to resolve complex sponsored project administration problems/issues and work with principal investigators, administration, and center contacts to resolve matters and identify best practices. Maintain delegated signing authority for proposals as needed. Assist in training of AAI staff and researchers in research administration, policies, procedures, and sponsor guidelines.
  • Assist in the development and implementation of policies, procedures, resources, and trainings to improve efficiency, effectiveness, and compliance with regulations and overall administration of sponsored projects at KU.
  • Additional duties as assigned.

10% - Research Development Duties:
  • Assist AAI investigators with funding opportunity searches as requested and act as a liaison with the Research Development office in the Office of Research.

Position Requirements

Hybrid preferred, remote considered

Required Qualifications

  • Bachelor's degree and two years sponsored project management, program coordination, or other relevant experience or High School/GED/Diploma with four years of sponsored project or other highly relevant experience.
  • One or more years of demonstrated work experience that required the ability to work in a fast-paced, highly flexible environment while meeting set deadlines and providing support or service to multiple stakeholders, as outlined in application materials.
  • One or more years of analytical and problem-solving skills as evidenced by previous work history and application materials.
  • Excellent communication skills and demonstrated ability to work in a team environment as evidenced by previous work history and application materials.
  • One or more years of applying intermediate mathematics aptitude for budgeting and project financial management as evidenced by previous development of sponsored project budgets, management of sponsored project finances, or other financial work experience, as outlined by application materials.

Preferred Qualifications

  • Bachelor’s degree in Business/Accounting or related field.
  • Five years of pre-award and/or post- award research administration experience.
  • Supervisory experience as evidenced by previous work history and application materials.
  • Demonstrated experience working with a variety of constituencies and stakeholders in a Non-Profit or University research environment.
  • Experience with interpretation of regulatory or legal documents.

Additional Candidate Instructions

A complete application consists of:
  • Cover Letter detailing how you meet the required and preferred qualifications
  • Resume
  • Names and contact information for 3 Professional References

Incomplete applications will not be considered.

Application review begins on07/01/2022. Priority will be given to applications received by this date but applications will continue to be taken until the position has been filled.

Contact Information to Applicants

Katy Spencer -

Advertised Salary Range


Work Schedule

8:00-5:00 M-F

Application Review Begins


Anticipated Start Date


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Posting Information
Posting ID:
Achievement & Assessment Inst
Primary Campus:
University of Kansas Lawrence Campus
Work Location Assignment:
Employee Class:
U-Unclassified Professional Staff
Application Review Begins: