APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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POSITION SPECIFICS​

The Proposal Assistant supports the submission of research proposals to federal, state, and private funding agencies; works closely with the proposal and award team; ensures that all administrative components of grant proposals are accurate, complete, and submitted on time; and provides support for post-award management and tracking.

Responsibilities:

• Assist in the preparation and formatting of proposal documents, including budgets, biosketches, current and pending support, and other required forms

• Gather necessary documentation for proposal submissions

• Review and compile complete proposal packages, ensuring adherence to sponsor guidelines and University policies

• Maintain proposal files, including tracking submission timelines, approvals, and post-submission documentation

• Assist in the receiving, logging, tracking, scanning, and distribution of awards

• Enter and manage proposal data in electronic research administration systems

• Assist with monitoring funds for line-item balances and overall balances

• Provide support in the creation of budget documents for award modifications, revisions, and other budget adjustments

• Serve as a liaison between investigators and research support offices, providing updates and clarifying submission requirements

• Explain procedures, forms and formats, definitions, and other requirements for the preparation and submission of budgets

• Assist in developing tools, templates, and guidance materials for proposal preparation

 

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted Required Certifications: None

 

Due to the nature of the projects being supported, in-person meetings may be necessary on a varying frequency. The candidate would preferred to have a background in specialized research billing and subaward administration, including an understanding of subaward closeouts that correspond to task lifecycle management.

 

BACKGROUND CHECKS/CLEARANCES

Employment with the University will