Proposal Specialist - Georgetown University Medical Center

Job description

Proposal Specialist - Georgetown University Medical Center

Located in a historic neighborhood in the nation's capital, Georgetown offers rigorous academic programs, a global perspective, exciting ways to take advantage of Washington, D.C., and a commitment to social justice. Our community is a tight knit group of remarkable individuals interested in intellectual inquiry and making a difference in the world.


The Proposal Specialist provides pre-award support to faculty, postdoctoral fellows and graduate students in all aspects of proposal development, application, submission and award setup. A major focus of the position is the preparation of proposal submissions for federal and non-federal funding mechanisms. S/he supports the researchers of the basic science or clinical science unit, each of which includes several departments within Georgetown University Medical Center (GUMC). The incumbent is responsible for pre-award activities, such as identifying, organizing, facilitating, and submitting the development of new, resubmission, and competitive renewal research proposals for all grants and collaborative opportunities with other institutions. Reporting directly to the Proposal Development Manager and working closely with other staff members in RDS, the Office of Sponsored Research (OSR) and other collaborating offices to ensure that proposals are complete, accurate and in compliance with sponsor and institutional regulations, policies and guidelines, additional responsibilities include, but are not limited to:

Overall Responsibilities

  • Enters and tracks requests into the Interneer Transmittal and Review Compliance System (TRACS) to optimize RDS and OSR workflow management.
  • Works one-on-one with investigator and staff to complete TRACS submission and finalize application ahead of deadlines.
  • Prepares and submits the completed grant applications from their portfolio to the RDS Proposal Development Manager for review and submission.
  • Assists with identifying and communicating funding opportunities to the faculty within their assigned portfolio.
  • Obtains RFA / Program Announcement / RFP / other solicitations, and highlights the terms, conditions, application guidelines, eligibility and format to ensure that application addresses all items listed.
  • Communicates subawards noted in the Notice of Grant Award to the Subaward Administrator.
  • Is available to answer or resolve sponsored award related questions as needed.
  • Assists investigators with setup and management of electronic CVs and biosketches.

Financial Duties
  • Develops the budget and justification for all costs.
  • Creates application budget(s) by calculating personnel salaries, effort and fringe, capturing all costs (personnel and non-personnel) and ensuring F&A costs and fully describing all costs in the justification.
  • Confirms with appropriate departmental financial personnel that the Private Investigator has approval and non-sponsored funding to support cost sharing if cost-sharing expenses are listed.
  • Works with subcontract institutions and/or independent consultants to obtain required documents, which includes the signed letter of intent, detailed budget and justification (including checklist page), statement of work, online W9 form and sub-institution's F&A agreement.
  • Completes and submits all administrative sections (abstract, key personnel page, budget justification and checklist and certified GU internal forms) to OSR at least 10 business days prior to the sponsor's deadline, submitting budget revisions if required.
  • Identifies any cost sharing accounts listed on transmittal page of the award application for the departmental post-award financial analyst.
  • Works with departmental financial analyst to set up GM accounts for proposed cost sharing expenses, noting any special terms and conditions applicable to managing the award.
  • Assists departmental financial analysts as needed on post-award grant management, such as submitting effort reduction requests, budget amendments or carryover requests.
  • Forwards award-related documentation, such as Notice of Grant Award, fund management account number and proposal (including detailed budget) to the appropriate departmental financial analyst.
  • Follows up with OSR for fund management account identifiers, if needed.
  • Works with the PI to revise the budget and sends the revised budget to OSR, if award is different from proposed budget.

Proposal Review
  • Provides a grammatical review of science and other narrative sections, upon request and with advance notice.
  • Assists with other narrative sections, such as Facilities & Resources description, multi- investigator plan, consortium / contractual arrangements and other sections as needed.
  • Updates and maintains the biographical sketches and other support for the investigators within their portfolio.
  • Tracks pending applications and assists PIs with response to Just-In-Time requests.
  • Updates other support for all key personnel, and confirm with appropriate departmental financial analysts on the key personnel's allocated effort.
  • Collects and keeps on file human subject training, financial conflict of interest certifications, IRB and/or IACUC approval letters as needed.

  • Coordinates the non-competing renewal application (progress report) and submit the application to OSR.
  • Completes all administrative sections, including confirming with the appropriate departmental financial analyst on the projected year-end balance and effort supported on grant for all personnel (key personnel's effort is not less than 25% of obligated effort).
  • Assists the PI with sponsor's close out requirements when a grant has ended, including notifying them of the due dates, working to complete and submit the final invention statement and the final progress report.

Requirements and Qualifications
  • Bachelor's Degree
  • 4 - 6 years of research Administration experience
  • Expertise in electronic grants submissions through and other electronic portals
  • Familiarity with all components of NIH and DOD grants and contracts
  • Experience with NIH funding mechanisms, including R01, P01, P30, T32
  • Excellent verbal and written communication skills, organizational skills, and ability to function in a fast-paced academic setting
  • Certified Research Administration (CRA) encouraged

Current Georgetown Employees:

If you currently work at Georgetown University, please exit this website and login to GMS ( using your Net ID and password. Then select the Career worklet on your GMS Home dashboard to view Jobs at Georgetown.

Submission Guidelines:

Please note that in order to be considered an applicant for any position at Georgetown University you must submit a cover letter and resume for each position of interest for which you believe you are qualified. These documents are not kept on file for future positions.

Need Assistance:

If you are a qualified individual with a disability and need a reasonable accommodation for any part of the application and hiring process, please click here for more information, or contact the Office of Institutional Diversity, Equity, and Affirmative Action (IDEAA) at 202-687-4798 or [email protected].

Need some assistance with the application process? Please call 202-687-2500. For more information about the suite of benefits, professional development and community involvement opportunities that make up Georgetown's commitment to its employees, please visit the Georgetown Works website.

EEO Statement:

Georgetown University is an Equal Opportunity/Affirmative Action Employer fully dedicated to achieving a diverse faculty and staff. All qualified applicants are encouraged to apply and will receive consideration for employment without regard to race, color, religion, national origin, age, sex (including pregnancy, gender identity and expression, and sexual orientation), disability status, protected veteran status, or any other characteristic protected by law.


Georgetown University offers a wide variety of comprehensive and competitive benefits. Benefits packages include comprehensive health, dental and vision plans, disability and life insurance coverage, retirement savings programs, tuition assistance, voluntary insurance options (including group legal, accident, and critical illness), and much more. Whatever your need, the Office of Faculty and Staff Benefits will be standing by to support you. You can learn more about the benefits offered to eligible faculty and staff at or view the online interactive benefits guide for more information.

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Job No:
Posted: 1/14/2021
Application Due: 3/15/2021
Work Type: Full Time