Proposal Assistant

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​

We are searching for an analytical and detail-oriented Proposal Assistant to join the Pricing and Proposal Office in the Applied Research Laboratory (ARL) at Penn State University. 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.

ARL is an authorized DoD SkillBridge partner and welcomes all transitioning military members to apply.

You will:

• 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

Required skills/experience areas include:

• Microsoft Office (Word, Excel, and Outlook)

• Previous success with collaborations in a diverse, multi-disciplinary, team-oriented culture

• Past success managing multiple projects, initiatives, and tasks with strict deadlines

• Demonstrated ability to work through difficult problems, using proper steps to define and formulate ideas to reach a solution Success in an office environment, where various forms of communication, interpersonal, and organizational skills were crucial to be effective

• Demonstrated ability to adapt and adjust quickly and effectively to changing priorities and demands of a fast-paced environment

Preferred skills/experience areas include:

• Current eligibility for access to classified information at the Secret level or higher and may be subject to a government background investigation to upgrade clearance eligibility, if required

Your working location will be hybrid on-site/work from home located in State College, PA. Questions related to flexible work should be directed to the hiring manager during the interview process. Occasional travel may be required to other ARL locations outside of State College, PA.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

ARL’s purpose is to research and develop innovative solutions to challenging scientific, engineering, and technology problems in support of the Navy, the Department of Defense (DoD), and the Intel Community (IC). 

FOR FURTHER INFORMATION on ARL, visit our web site at www.arl.psu.edu.

BACKGROUND CHECKS/CLEARANCES

SALARY & BENEFITS

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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