Proposal Development & Capture Coordinator

Job Description

Job Description

Overview

The Proposal Development & Capture Coordinator ("Coordinator") is a hands-on individual contributor within the Grants & Contracts Department whose primary focus is federal proposal development, capture support, and related business development activities. Working closely with and under the supervision of the Senior Director of Grants & Contracts, the Coordinator supports funding opportunities from early identification and qualification through capture, proposal development, submission, and transition to award administration. Responsibilities include researching and qualifying opportunities, analyzing solicitation requirements, coordinating internal and external contributors, drafting and integrating proposal content, supporting pre-positioning activities, and helping ensure compliant, on-time submissions. The ideal candidate will combine excellent writing and editing skills with project coordination, attention to detail, and the ability to learn and apply Company-specific technical, operational, regulatory, and contracting information.

This position is designated as an on-site role and is expected to be performed primarily at the Company's assigned work location. Flexible work arrangements may be available if approved under applicable Company policies and business needs, and may be modified, suspended, or discontinued by the Company at any time, consistent with applicable law.

Reports to:

Senior Director of Grants & Contracts or above ("Supervisor")

Duties and Responsibilities:

The Coordinator works closely with the Supervisor, Company leadership, technical personnel, and external partners to perform responsibilities in the following categories:

• Opportunity identification, research, and qualification
  • Research and monitor federal and other strategic funding opportunities, agency forecasts, customer priorities, and anticipated solicitations; maintain accurate pipeline records for funding mechanism, sponsor, scope, eligibility, estimated value, schedule, status, required partners, next actions, and internal owner.
  • Review requests for information, requests for proposals or applications, Broad Agency Announcements, consortium solicitations, notices of funding opportunity, and related materials to identify requirements, evaluation criteria, risks, and information gaps.
  • Prepare concise opportunity summaries and inputs for go/no-go decisions, including assessments of strategic fit, technical readiness, competition, partner needs, schedule, compliance burden, and required resources.
• Capture support and business development
  • Research funders, customers, end users, competitors, incumbents, potential partners, and related programs; help develop capture plans, win themes, discriminators, value propositions, partner strategies, and action items.
  • Draft and coordinate pre-solicitation and business development materials, including requests for information, concept papers, white papers, capability statements, quad charts, pitch decks, briefing materials, talking points, and follow-up communications.
  • Support meetings with prospective funders, customers, end users, and partners; document decisions and follow-up actions; and help identify follow-on, extension, and transition opportunities related to Company programs.
• Proposal planning and coordination
  • Translate solicitation requirements into a compliance matrix, annotated outline, proposal schedule, responsibility matrix, review plan, and submission checklist appropriate to the pursuit.
  • Coordinate proposal kickoffs, status reviews, internal deadlines, contributor assignments, document dependencies, and review cycles across scientific, engineering, clinical, regulatory, quality, manufacturing, finance, commercialization, legal, executive, consultant, and subcontractor contributors; elevate concerns promptly.
  • Depending on experience and assignment, serve as the day-to-day proposal coordinator, lead writer, or supporting writer for federal grants, contracts, consortia opportunities, and other submissions.
  • Coordinate with Supervisor and Finance personnel to align technical scope, staffing, subcontractor inputs, milestones, schedule, pricing assumptions, budget narrative, and other proposal components.
• Proposal writing, editing, and content integration
  • Interview subject matter experts and translate scientific, engineering, clinical, regulatory, manufacturing, operational, and commercialization information into clear, accurate, persuasive content tailored to the sponsor and evaluation criteria.
  • Draft, edit, and integrate technical and management narratives, statements of work, aims, tasks, milestones and deliverables, staffing plans, transition and commercialization plans, past performance, institutional capabilities, budget narratives, and supporting attachments.
  • Edit contributor drafts for responsiveness, organization, clarity, consistency, evidence, grammar, terminology, and Company voice; reconcile comments and integrate content across multiple authors and proposal volumes.
  • Help plan and facilitate structured proposal reviews, including Pink, Red, Gold, or equivalent reviews, and track comment resolution through final approval.
• Compliance, quality control, production, and submission
  • Interpret and apply solicitation instructions, evaluation criteria, page and formatting limits, required forms, representations and certifications, portal requirements, and submission deadlines.
  • Maintain version control, file organization, source documentation, approval records, and quality-control checklists; verify consistency among technical, management, cost, subcontractor, and administrative materials.
  • Proofread, format, produce, and upload final proposal materials through applicable portals, such as DSIP, eBRAP, ATI BIDS, or Grants.gov, and confirm timely, successful receipt.
  • Support clarification questions, oral presentation requests, revised proposal requests, negotiations, and other post-submission actions under the direction of the Supervisor.
• Teaming and external partner coordination
  • Support identification and assessment of subcontractors, consultants, academic or clinical collaborators, commercialization partners, and transition partners.
  • Coordinate partner proposal inputs, including roles, statements of work, schedules, budgets, letters of commitment, resumes or biosketches, facilities descriptions, and past performance; support routing of nondisclosure agreements, teaming agreements, memoranda of understanding, and related documents.
• Proposal systems, award handoff, and related communications
  • Develop and maintain reusable proposal resources, including templates, boilerplate, capability statements, past performance records, resumes and biosketches, partner information, graphics, checklists, and lessons learned.
  • Upon selection or award, organize final proposal materials and summarize key scope, milestones, deliverables, reporting assumptions, partner obligations, dependencies, and known risks for the post-award team.
  • Track proposal and pipeline metrics, document lessons learned, and recommend practical improvements to templates, workflows, review practices, file organization, and other proposal-development systems.
  • Assist with selected active-award reports, slide decks, abstracts, posters, website content, publications, and other technical or business communications when assigned.

Skills and Experience:

• Approximately five to ten years of progressively responsible experience in proposal development, technical writing, capture, business development, grants and contracts, program development, or a closely related field. Candidates nearer the lower end of the range should demonstrate substantial hands-on proposal contributions and strong coordination potential; candidates nearer the upper end should be able to independently coordinate complex submissions while remaining actively involved in writing and production.
• Excellent writing, editing, oral communication, and information-synthesis skills, together with working knowledge of solicitation analysis, compliance matrices, schedules, contributor coordination, review cycles, quality control, production, and on-time submission.
• Experience supporting opportunity qualification, capture planning, competitive positioning, customer or donor research, partner coordination, or related business development activities; experience in U.S. federal, state, foundation, healthcare, research and development, or another highly regulated proposal environment is preferred.
• Demonstrated ability to coordinate multiple projects with competing timelines, work effectively with technical and executive contributors, follow through on details, and escalate concerns appropriately. Must be highly organized, detail focused, self-motivated, and comfortable working under compressed deadlines.
• Expert proficiency with Microsoft Word and strong proficiency with Excel, PowerPoint, Adobe are required; experience with project-management, proposal-management, collaboration, or data-visualization tools is beneficial.
• Experience with SBIR/STTR, Broad Agency Announcements, Other Transaction Agreements, consortium solicitations, NIH/HHS grants, DoD/DoW proposals, or DARPA programs is preferred; familiarity with Shipley, APMP, color-team, or comparable proposal practices is beneficial.
• Familiarity with medical technology, biotechnology, life sciences, healthcare, emergency medicine, trauma, critical care, or military operations and/or funding is a benefit, but not required.

Education and Training:

• • BA/BS degree required, preferably in a scientific, public health, business, communications, policy, English, or related field.
  • A relevant advanced degree, APMP certification, Shipley training, PMP certification, or comparable professional development is preferred, but not required.

Critical Innovations is an Affirmative Action/Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veterans' status, or any other characteristic protected by law.

To conform to U.S. Government Department of Defense regulations, you must be a U.S. citizen, lawful permanent resident of the U.S., protected individual as defined by 8 U.S.C. 1324b(a)(3), or eligible to obtain the required authorizations from the U.S. Department of State.

Benefits:

• 401(k) Safe Harbor Plan
• Healthcare Insurance: Medical, Dental and Vision
• Other Insurance: Life Insurance and Long-Term Disability (LTD) Insurance
• Time Off: Paid Time Off (PTO), Paid Sick Leave, Paid Holidays, and Paid Bereavement Leave
• Tuition Reimbursement Program
• Performance Bonus
• Incentive Unit Plan
• Flexible Schedule
• Lunches, Snacks, Events

Schedule:
Monday to Friday

Salary
$70,000 - $110,000 per year

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