Bid & Proposal Specialist II

Posting Number: #1099

Position Title: Bid & Proposal Specialist II

Closing Date: Until Filled

Location: Remote position

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The Public Health Institute (PHI) is an independent, nonprofit organization dedicated to promoting health, well-being, and quality of life for people throughout California, across the nation and around the world. As one of the largest and most comprehensive public health organizations in the nation, we are at the forefront of research and innovations to improve the efficacy of public health statewide, nationally, and internationally.

Position Summary

The Bid and Proposal department provides pre-award bid and proposal support to over 75 investigators for grant and contract applications to federal, state and other agencies.  Reporting to the Director Bid & Proposal, the Bid & Proposal Specialist will be a key part of an efficient 4-6 person departmental team.  The Bid & Proposal Specialist assists with the preparation, review, and submittal of grant and contract applications and supporting department needs for timely submissions.

Essential Duties & Responsibilities

  • Works closely with the Bid and Proposal Director, Principal Investigators and Program Directors, PI/PD’s, departmental colleagues, and central administrative staff as well as representatives of federal, state, and private funding agencies.
  • Provides critical assistance with preparation, completion, and review of numerous grant and contract proposals.
  • Analyzes proposal requirements contained in RFA/RFP or program announcements to identify compliance requirements of the funder and PHI, and conducts pre-award risk assessment.  Escalates issues to Director as necessary to resolve potentials conflicts.
  • Works collaboratively with the PI/PD to gain understanding of project in order to prepare budgets and justifications that support the proposed project.
  • Reviews, edits and integrates text for proposals.
  • Using or adapting standard language, creates organizational capability section as needed for specific applications describing the Public Health Institute and its relevant projects.
  • Interacts with subcontractors, vendors, and consultants to identify and obtain required documents complete with signatures.
  • Performs comprehensive review of all required elements of proposal and notifies managers of any possible errors and/or omissions.
  • Reviews award and contract agreements, and negotiates with funding agencies, sub awardees, and principal investigators as needed.
  • Performs other duties as assigned.


To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.

  • A minimum of 3 years relevant pre-award experience, preferably in a large nonprofit or university sponsored projects (pre-award) office.
  • Knowledge of current federal, state, and/or philanthropic application rules and regulations.
  • Ability to work in fast-paced environment with a high-level of attention to detail.
  • Excellent written and verbal communication skills, including interpersonal and team building skills.
  • Excellent math skills.
  • Advanced skills in preparing budgets.
  • Advanced skills in writing, editing, and proofreading.
  • Excellent computer skills in Microsoft Word, Excel, and Access.
  • Some extended hours are anticipated on an infrequent basis.
  • Bachelor’s degree in social science or quantitative field. May substitute formal education with four years of related experience.


  • Bachelor’s degree or 4 additional years of related experience is required.

Important Information

All PHI employees are required to receive full COVID-19 vaccinations in order to access PHI worksites and/or engage in in-person work activities, unless they are granted a reasonable accommodation under applicable law.


 This position is classified as exempt based on the job duties. However, based on the FTE, salary level of the employee, or federal/state/local laws, the employee may be classified as nonexempt.


EEO Statement

The Public Health Institute is committed to a policy that provides equal employment opportunities to all employees and applicants for employment without regard to race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and to make all employment decisions so as to further this principle of equal employment opportunity. To this end, the PHI will not discriminate against any employee or applicant for employment because of race, color, sex, religion, national origin, ancestry, age, marital status, pregnancy, medical condition including genetic characteristics, physical or mental disability, veteran status, gender identification and expression, sexual orientation, and will take affirmative action to ensure that applicants are offered employment and employees are treated during employment without regard to these characteristics.

For further information regarding Equal Employment Opportunity, copy and paste the following URL into your web browser:

ADA Statement:

The Public Health Institute is committed to providing access and reasonable accommodation in its services, programs, activities and employment for individuals with disabilities. To request disability accommodation in the application process, contact the Recruitment Team at least 48 hours in advance at


To apply for any position, you must create an account on the Public Health Institute’s job application site. After creating your account, you may search the open positions and apply for the specific position that interests you. Please note, mailed and emailed applications will not be accepted.

We’re so pleased the Public Health Institute is an organization you would like to work with. Do you have questions about this opportunity? If so, email our recruitment team at

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