Join the HJF Team!

This position will be in support of HJF's Strategic Initiatives-Business Development department. 

HJF is seeking a Proposal Coordinator who assists in pre-award administrative and proposal activities. Serves as a resource for the proposal team and assists in the maintenance of all proposal submission tools, databases, department inboxes, and e-mails. Responsible for interpreting and reviewing, pre-award proposal forms for the creation of database records as well as disseminates information about specific announcements, opportunities, and industry information to the Proposal Team and customers. 

The Henry M. Jackson Foundation for the Advancement of Military Medicine (HJF) is a nonprofit organization dedicated to advancing military medicine. We serve military, medical, academic and government clients by administering, managing and supporting preeminent scientific programs that benefit members of the armed forces and civilians alike. Since its founding in 1983, HJF has served as a vital link between the military medical community and its federal and private partners. HJF's support and administrative capabilities allow military medical researchers and clinicians to maintain their scientific focus and accomplish their research goals.

• Responsible for updating and managing the proposal and award negotiations pipeline database, CRM.
• Works directly with the Deputy Director to maintain the day-to-day administrative tasks of the proposal team that includes managing proposal assignments, developing and distributing reports, and scheduling staff meetings.
• Conducts regular audits of proposal records to ensure data is accurate and up to date.
• Works with Deputy Director to draft and complete ad hoc reports as requested.
• As surge-person support, maybe responsible for assuring proposal applications developed and submitted are accurate, complete, and comply with all applicable HJF, Federal, State and County regulations for submission.
• Support the Deputy Director in developing and or revising SOPs, tools, and aid documents as needed. 
• Ensures all SOPs, policies, and regulations are adhered to as applicable for this position and HJF.
• Assist the proposal team in training new PMs and other staff in electronic systems as needed.
• Assist with setting up electronic accounts for proposal submission.
• May perform other duties and responsibilities as assigned or directed by the supervisor. This may include attendance of and participation in required training for role.

Education and Experience

• Associate’s Degree required in Business Administration, Accounting, or related field. Bachelor’s Degree preferred.
• Minimum of 3-5 years experience required.

Required Knowledge, Skills, and Abilities

• Database management experience to include CRMs, Oracle, or other management software highly desired.
• Knowledge and experience of pre-award administration in a non-profit or university setting. 
• Ability to interpret and understand federal (such as NIH, DOD (MRMC and USU), and NSF) and non-federal Funding/Program Announcements/Request for Applications.
• Ability to work in a fast-paced environment with strict deadlines. 

Physical Capabilities

• Ability to stand or sit at a computer for prolonged periods.

Work Environment

• This position will take place primarily in an office setting.

Some positions or sites may require that the incumbent be fully vaccinated against COVID-19. Proof of vaccination may be required.

Employment with HJF is contingent upon successful completion of a background check, which may include, but is not limited to, contacting your professional references, verification of previous employment, education and credentials, a criminal background check, and a department of motor vehicle (DMV) check if applicable. Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer. 

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

The contractor will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c)

Any qualifications to be considered as equivalents, in lieu of stated minimums, require the prior approval of the Chief Human Resources Officer.