Proposal Manager – San Diego, CA

Proposal Manager

UC San Diego

San Diego, CA


Filing Deadline: Tue 4/4/2023

UC San Diego values equity, diversity, and inclusion. If you are interested in being part of our team, possess the needed licensure and certifications, and feel that you have most of the qualifications and/or transferable skills for a job opening, we strongly encourage you to apply.

For the safety and well-being of the entire university community, the University of California requires, with few exceptions, that all students, faculty and staff be vaccinated against the COVID-19 virus and influenza before they will be allowed on campus or in a facility or office. For more information visit: Flu Vaccine Mandate / COVID Vaccine Policy

UCSD Layoff from Career Appointment: Apply by 3/13/23 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 4/3/23. Eligible Special Selection clients should contact their Disability Counselor for assistance.

This position will remain posted until a suitable candidate has been identified.

Priority consideration will be provided to candidates who apply by 04/03/2023.

Please submit a cover letter for a complete application.



The Vice Chancellor for Research (VCR) organization supports, facilitates and promotes the world-class research enterprise at UC San Diego by: a) providing essential services and resources that enhance research and other creative endeavors; b) enabling partnerships and collaborations among researchers at UC San Diego and between UC San Diego and government, industry, and other research enterprises; c) developing infrastructure and policy that promote innovation, an entrepreneurial culture, communication, and compliance for the UC San Diego research enterprise; and d) promoting research excellence by embedding the values of equity, diversity, and inclusion at the core of everything we do.

The organization fosters research across disciplines by enhancing the research experience through effective stewardship of resources, policies, compliance and expertise, and by developing tools and educational programs as the responsible steward of the campus research enterprise. The Office of Research Affairs (ORA) is the central VCR office with direct oversight for all VCR operational, administrative and public relations/communication functions and for core units including Research Scholars, Research Ethics, Government Research Relations, Research Initiatives, Research Development, International Outreach, and multi-disciplinary campus research (Organized Research Units). Other enterprise-wide research support departments under the Vice Chancellor for Research include Contract and Grant Administration, Innovation and Commercialization, Research Compliance and Integrity (including IACUC, Export Control, Conflict of Interest), the Animal Care Program, and the VCR Service Core.


The Proposal Manager (PM) is an experienced and collaborative project-management professional who can facilitate complex, milestone-driven projects among diverse stakeholders, working in partnership with faculty, administrators, and external collaborators.

The incumbent is a member of Research Development (RD), an integrated, collaborative team that helps researchers find and pursue funding opportunities, collaborate effectively, produce compelling proposals, and compete more successfully for research funding. The RD team prioritizes support for the development of large, complex, interdisciplinary research proposals, but also supports the professional development of early-career investigators in areas related to the pursuit of research funding. Under the general direction of the RD Director and Senior Director, the incumbent functions as a client-service lead, and will manage a portfolio of interdisciplinary proposal efforts led by Principal Investigators (PIs) across campus.

The incumbent will identify, track, and evaluate PIs’ and project needs to advance high-value and strategic proposal submissions in a timely fashion. The PM will advise research teams on project planning, statements of work, supplementary documentation, milestone management, proposal deliverables, and "lessons learned" debriefings. In doing so, the PM will be responsible for preparing timelines, Gantt charts, and other tools to assure the timely and efficient completion of proposals. Primary responsibilities include:

* Providing project management to campus-wide proposal-development efforts, such as convening, facilitating, and participating in proposal-team meetings; creating, managing, and training on collaborative workspaces and version-controlled repositories; providing guidance on the application of effective team science, diversity, equity, and inclusion practices; developing and adhering to proposal-development schedules; managing go/no-go, color-team, and other external/internal reviews; delegating roles and responsibilities to team members; and monitoring proposal-development performance.

* Developing templates and guidance for proposal materials, based on sponsor guidelines, solicitation instructions, and effective practice.

* Providing early review and editing of proposal materials for compliance with and responsiveness to funding solicitations.

* Providing guidance and support on project implementation, budget, collaborator agreements, and related needs.

* Serving as a liaison between investigators, sponsored project offices, RD team, school and unit administrators, and other campus stakeholders.

* Serving as a point of contact for external collaborators, including community and academic partners.

* Identifying, analyzing, and resolving technical issues and roadblocks and proactively identifying necessary resources to address team needs.

* Researching, developing, presenting, and providing training on proposal-management effective practices for the campus research and administration communities.

The RD team’s work is aligned with the Research Affairs Equity, Diversity, and Inclusion Committee’s goal to advance the UC San Diego research enterprise by embedding diversity, equity, and inclusion practices and values in everything we do. We aspire to create a diverse, equitable, and inclusive workplace where all are welcome and valued; are comfortable bringing their authentic selves; and have the opportunity, resources, and support to thrive.

This position is eligible for a Hybrid flexible work arrangement, which could include a non-standard work schedule, and/or the ability to work off-site part of the time.


  • Bachelor's degree in related area and three to five (3 – 5) years of project management experience in an academic research-related field, or equivalent experience / training. Master's degree preferred.

  • Strong communication and interpersonal skills to communicate effectively, both verbally and in writing. Strong interpersonal skills and ability to work with internal and external groups. Effective written and verbal communications skills to interact with diverse groups of individuals at various organizational levels.

  • Experience supporting complex research-grant proposals in a collaborative team setting, including working with faculty from different departments and disciplines. Experience and track record of leading projects through the full life cycle.

  • Knowledge of and experience with content and structure of standard calls for proposals, proposal preparation and submission requirements from federal and state agencies, as well as private and corporate foundations.

  • Ability to multi-task with demanding timeframes. Proven effective organizational skills to work with changing priorities, demanding workload, and multiple simultaneous deadline-driven projects under limited supervision.

  • Excellent project-management skills, including proven experience planning, implementing, managing, and evaluating projects. Experience assessing stakeholder needs. Prior experience organizing projects involving multiple steps and participants.

  • Knowledge of common organization- or research-specific and other computer application programs. Willingness and ability to learn new systems and software as needed.

  • Experience editing and writing technical documents comprised of contributions from multiple authors, especially those involving scientific and medical terminology.

  • Familiarity with project-management software tools, methodologies, and effective practices.


  • Research-administration experience or knowledge of research development, program development, and grant writing.

  • Knowledge of team-science principles and effective practices.

  • Project Management Professional (PMP), Association of Proposal Management Professionals (APMP), or similar certification.


  • Job offer is contingent upon satisfactory clearance based on Background Check results.

  • Ability to work flexible schedule, occasional evenings/nights, weekends and holidays, often on short notice to meet operational needs.

  • Please submit a cover letter for a complete application.

Pay Transparency Act

Annual Full Pay Range: $53,600 – $111,600 (will be prorated if the appointment percentage is less than 100%)

Hourly Equivalent: $25.67 – $53.45

Factors in determining the appropriate compensation for a role include experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. The Hiring Pay Scale referenced in the job posting is the budgeted salary or hourly range that the University reasonably expects to pay for this position. The Annual Full Pay Range may be broader than what the University anticipates to pay for this position, based on internal equity, budget, and collective bargaining agreements (when applicable).

Job offer is contingent on successful engagement in the UC COVID-19 Vaccination program (fully vaccinated with documented proof or approved exception/deferral).

To foster the best possible working and learning environment, UC San Diego strives to cultivate a rich and diverse environment, inclusive and supportive of all students, faculty, staff and visitors. For more information, please visit UC San Diego Principles of Community.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see:

UC San Diego is a smoke and tobacco free environment. Please visit for more information.


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