Bid & Proposal Specialist III

Posting Number: #1701

Position Title: Bid & Proposal Specialist III

Closing Date: Until Filled

Location: Remote, USA

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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 principal investigators for grant and contract applications to federal, state, and other agencies. Reporting to the Senior Director of Bid & Proposal, the Bid & Proposal Specialist will be a key part of an efficient 6-8 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. The position spends approximately 50% of the time in proposal development, submission, and grant support; and the other 50% in special projects for the B&P department.

This is a remote regular full-time position that is expected to work core business hours of the Pacific Time zone.

Full salary range for this position: $80,043 to $118,302 per year. The typical hiring range for this position is from $80,043 (minimum) to $99,173 (midpoint), based on 100% FTE. The starting salary is determined based on the candidate’s knowledge, skills, experience, as well as budget availability.

Employment Type: Full Time


Essential Duties & Responsibilities

Proposal Development and Submission:

  • Works closely with the Director of Bid and Proposal, Principal Investigators and Project Directors (PI/PDs), departmental colleagues (Development and Grants & Contracts), 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 as necessary to resolve potential conflicts.
  • Works collaboratively with the PI/PDs to gain understanding of projects in order to prepare budgets and justifications that support the proposed projects.
  • Develops budgets and justifications using agency guidelines and soliciting text and other materials from program staff as required by proposal guidelines.
  • Reviews, edits, and integrates text for proposals.
  • Performs comprehensive review of all required elements of proposal and notifies managers of any possible errors and/or omissions.
  • Submits proposals in timely manner.

Project Management

  • Works closely with programs on complex and/or new initiatives as requested to provide more in-depth budget review and support.
  • Oversees the implementation and operation of special projects for the B&P department.
  • Assists in the definition of project scope and objectives, involving all relevant internal stakeholders.

Other Grant Support

  • Ensures compliance with all federal, state, local, and PHI regulations, policies, and procedures.
  • Reviews grants and contracts/awards to ensure institutional compliance.
  • Remains informed about federal grants policy, nonprofit best practices, and state and federal law regarding nonprofit operations.

Performs other duties as assigned.


Minimum Qualifications

  • 5 years of pre-award experience, preferably in a large nonprofit or university sponsored projects (pre-award) office.
  • 2 years of project/program management, project support experience.
  • Bachelor’s degree in Business, English, Public Health or other related field; or substitute with four additional years of relevant experience.

Other Qualifications

  • Knowledge of current federal, state, and private foundation grant policy rules and regulations.
  • High level of technical proficiency in pre-award and proposal development in order to independently accomplish assigned duties and ability to work in fast-paced environment.
  • Excellent written and verbal communication skills.
  • Excellent interpersonal skills and a strong team player.
  • Excellent math skills.
  • Excellent skills in preparing budgets.
  • Excellent skills in writing, editing, and proofreading.
  • Excellent computer skills in Microsoft Word, Excel, and Access.
  • Ability and availability to work extended hours as requested.



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.



Per the PHI Workforce Mandatory COVID-19 Vaccination Policy, it is a condition of employment for all domestic based employees to be fully vaccinated for COVID-19, unless they are granted a reasonable accommodation under applicable law.

New hires need to provide proof of full vaccination prior to their start date or apply for an exemption/accommodation within three business days after their start date. Depending on the circumstances, new hires who do not comply with this Policy, or who cannot be reasonably accommodated, will either have their employment suspended or terminated. Candidates who are non-compliant will have their offers rescinded.


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

Find out more about the benefits of working at PHI.

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