Limited Submission Coordinator

Important Notifications:

Application Deadline: When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

Current Employees: Do not apply via the OSU Career site. Instead, please login to your regular Workday account and visit the Jobs Hub to apply.

Department:

-

Special Instructions to Applicants:

When applying you will be required to attach the following electronic documents:

1) A resume/CV; and

2) A cover letter indicating how your qualifications and experience have prepared you for this position.

Starting salary will be commensurate with skills, education, and experience.

For additional information please contact: Gretchen Cuevas at Gretchen.Cuevas@oregonstate.edu

Job Summary:

The Division of Research and Innovation is seeking a Limited Submission Coordinator. This is a full-time (1.00 FTE), 12-month, professional faculty position.

Key Responsibilities:

1. Manage Limited Submission Competitions

Coordinate the full lifecycle of institutional limited submission competitions, from identifying anticipated opportunities and launching competitions through internal review and selection.

2. Administer Internal Review and Selection Processes

Review Notices of Intent and eligibility, develop scoring rubrics, recruit and coordinate ad hoc reviewers, and support transparent, equitable, and strategically aligned selection processes.

3. Manage Competition Systems, Communications, and Outreach

Develop and maintain InfoReady applications and landing pages, communicate opportunities through email, newsletters, and web channels, and ensure competition information is timely and accurate.

4. Analyze and Report Limited Submission Activity

Compile scoring data and reviewer feedback for institutional leadership and prepare regular reports on competition activity, outcomes, and trends.

5. Provide Research Development Operations and Project Support

Support ORA research development initiatives through project coordination, scheduling, tracking milestones and deliverables, communications, and development of procedures, templates, and other operational resources.

6. Coordinate Faculty Award and Recognition Nominations

Partner with the Office of Faculty Excellence and university units to identify high-potential faculty, assemble nomination materials, solicit input, and support nominations for research awards, honorifics, and national or international opportunities.

7. Build Partnerships and Improve Research Advancement Processes

Communicate and collaborate with faculty, university leadership, OSU Foundation Relations, external organizations, and ORA/TERA Solutions Hub colleagues while contributing to continuous improvement of limited submission and research advancement processes.

The Limited Submission Coordinator in the Office for Research Advancement (ORA) serves as the university's central resource for coordinating limited submission funding opportunities that restrict the number of proposals an institution may submit. This position manages the full lifecycle of the limited submission process, from identifying and evaluating funding opportunities through coordinating internal competitions, facilitating reviews, communicating outcomes, and ensuring compliance with sponsor limitations and university procedures.

In addition, the position supports university processes for nominating outstanding Oregon State University faculty and researchers for prestigious national committees, honors, awards, and recognition programs related to research, scholarship, innovation, and impact. The Limited Submission Coordinator works closely with faculty, research administrators, and university leadership to promote strategic research opportunities, ensure transparent and equitable selection processes, and enhance the university's visibility and competitiveness for external funding and national recognition.

Qualifications:

Required Qualifications:

• Bachelor’s degree in STEM, social sciences, communications or related fields
• Two years of experience coordinating programs, projects, administrative operations, or similar professional activities.
• Demonstrated ability to interpret and consistently apply policies, procedures, and guidelines.
• Demonstrated ability to prepare and edit clear, accurate, and well-organized written materials, including correspondence, reports, and other professional documents.

• Demonstrated ability to communicate effectively and professionally with faculty, staff, administrators, and external stakeholders.
• Demonstrated ability to organize and prioritize work, manage multiple deadlines, adapt to changing priorities, and respond to challenges with professionalism and a solution-oriented approach.
• Demonstrated ability to establish and maintain productive and collaborative working relationships with individuals from a variety of backgrounds and organizational levels.
• Commitment to fostering and participating in an inclusive work environment. 

This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a criminal history check and be determined to be position qualified as per University Standard: 05-010 et seq. Incumbents are required to self-report convictions and those in youth programs may have additional criminal history checks every 24 months.

Preferred Qualifications:

• Masters degree in related field.
• Experience working in higher education, preaward research administration, faculty affairs, faculty development, academic administration, government funding agency or a private foundation environment.
• Experience coordinating application, review, nomination, award, grant, scholarship, fellowship, or other competitive submission processes.
• Experience supporting faculty, researchers, senior leaders, or professional staff through administrative or programmatic processes.
• Experience using systems such as InfoReady, Qualtrics, SharePoint, Workday, Drupal, or similar platforms.
• Experience preparing, editing, or coordinating nomination packages, award submissions, grant-related materials, or other similar professional documents.

Working Conditions/Schedule:

Salary Range:

Anticipated Start Date:

Anticipated End Date:

When applying, please keep in mind this posting will close at 11:59 pm the night before the posted "end date". Applications MUST be submitted prior to this deadline.

We are an Equal Opportunity Employer, including disability, protected veteran, and other protected status.

OSU will conduct a review of the National Sex Offender Public website prior to hire.

OSU is a fair chance employer committed to inclusive hiring. We encourage applications from candidates who bring a wide range of lived experience including involvement with the justice system. If this position has “critical or security-sensitive” responsibilities and/or driving duties and you are selected as a finalist, your initial job offer will be contingent upon the results of a job-related pre-employment check (such as a background check, motor vehicle history check, sexual misconduct reference check, etc.). Background check results do not automatically disqualify a candidate. Take a look at our Background Checks website including the for candidates section for more details. If you have questions or concerns about the pre-employment check, please contact OSU’s Employee and Labor Relations team at employee.relations@oregonstate.edu.