Proposal Coordinator

At Health Management Associates, our mission is to improve the health and well being of individuals and communities by making healthcare, and the human services that support it, more accessible, equitable, and effective. Our proposal center supports that mission by responding to competitive solicitations with compelling, compliant proposals. As a proposal coordinator, you’ll be the engine behind that work, building polished Word templates, organizing materials in SharePoint, routing forms and required materials for cross departmental review, tracking every requirement and deadline, and helping deliver high-quality documents our teams are proud to send. If you love bringing order to complexity, communicating proactively, and learning modern tools (including the responsible use of AI), you’ll thrive here.

Job Summary

Under general supervision and guidance of a senior proposal manager, the proposal coordinator position focuses on supporting development of low-risk, compliant, accurate, and complete competitive proposals. Work includes proposal tasks and issues of moderate scope and complexity and requires exercising judgment in accordance with defined procedures and practices utilizing information from internal and external sources.

Work Performed and Job Requirements

• Initiate and coordinate the proposal development process in consultation with the assigned senior proposal manager:
  • Set up and manage SharePoint folders for individual proposals and storage of related materials.
  • Starting with a master template format in MS Word, generate proposal response templates in accordance with RFP instructions for required sections and subsections.
  • Complete appropriate and thorough CRM data entry.
  • Review and submit questions relating to the proposal and other necessary proposal documentation in accordance with solicitation instructions.
  • Support consulting teams in developing content by responding to inquiries, distributing Q&A, replying to status requests, and maintaining regular communication on open active proposal efforts.
  • Support consulting teams by responding to inquiries, distributing Q&A, replying to status requests, and maintaining regular communication on active proposals.
• Prepare administrative and other content for inclusion in the proposal response:
  • Insert final draft responses to all administrative questions in the proposal template, using AI and past responses, following up with other internal departments, as needed.
  • Research and incorporate into the proposal template bios, resumes, experience, project examples, references, and other reusable content into the proposal template as requested.
  • Assist the proposal manager with the preparation of tables, charts, and graphics
• Perform initial risk management assessment on terms and conditions and other RFP sections addressing vendor commitments:
  • Highlight potential concerns and research how we have addressed similar questions in past proposals.
  • Send relevant RFP sections to legal counsel and other departments (e.g., contracts, accounting, finance, HR, IT) with detailed notes for their review and approval, highlighting specific concerns and questions, and following up until resolution is complete.
  • Complete relevant administrative forms, such as signature sheets, legal documents, financial forms, and HR policies, once approvals are obtained from relevant departments.
• Prepare and submit final proposal response:
  • Conduct final formatting, quality checks, and assembly of proposals for production, ensuring compliance with solicitation documentation and submission within the required timeframe.
  • Complete the final production and submission of proposals, including:
    • Final quality check and fatal flaw review changes.
    • Posting or electronic submission in alignment with RFP requirements.
    • Hard copy printing, assembly, and shipping.
    • Confirmation and documentation of receipt.
  • Save final version of submitted proposal on shared drive and within the database.
  • Send final submitted proposal notice to proposal team members and company leaders.
• Coordinate post-submission Activities
  • Tracking the status of pending proposals.
  • Scheduling and supporting interviews.
  • Assisting in preparing materials for BAFOs.
  • Distributing award/loss notifications.
  • Freedom of Information requests
• Training and Documentation
  • Assist in training new colleagues.
  • Document and maintain routine policies and procedures, create new policies and procedures as new administration issues are identified, and participate in departmental performance improvement projects.
  • Complete cross-training in areas identified by the proposal center director upon request.
  • Participate in performance improvement projects and complete cross-training in areas identified by the proposal center director.
• All other duties as assigned.

Education/Training

Minimum of a bachelor’s degree in business or related discipline or equivalent experience is required. APMP, Shipley training or equivalent certification is preferred.

Experience

Minimum of 2 years of similar business experience is required. Vantagepoint, Salesforce, or other CRM experience is a preferred.

Knowledge, Skills, and Abilities

• Exceptional attention to detail and organizational skills.
• Solid time management skills.
• Excellent oral and written communication skills.
• Strong customer service skills.
• Superior interpersonal skills.
• Enthusiasm for working closely with others in a team environment.
• Ability to multi-task and adhere to strict deadlines.
• Ability to manage significant recurring responsibilities with unpredictable short-term demands.
• Ability to be proactive, flexible, and able to switch gears quickly from one project to the next.
• Capable of handling confidential information in a discrete manner.
• Able and willing to work extended hours to meet deadlines.
• Proficient in MS Office applications (Microsoft Word, Excel, PowerPoint), SharePoint, and Adobe Acrobat.
• Familiarity with CRM systems and use of AI tools and their application for research is a plus

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)

Hourly Rate:

The posted hourly rate for this role at HMA includes a range of factors that we consider when making compensation decisions. These factors include but are not limited to experience, education, training, skills, licensures, and certifications, along with other business and organizational needs. HMA may adjust the posted hourly rate estimate for applicable geographic differentials associated with the location where we may fill the position. At HMA, we generally do not hire an individual at or near the top of the range for their role. All compensation decisions are dependent on the variables of each case. A reasonable estimate of the existing hourly rate for this position is $26-$30/hour.  

HMA offers a robust benefits package for full-time colleagues. Benefits include health, dental, vision, group life/AD&D, voluntary life/AD&D, short-term disability, long-term disability, paid parental leave, paid time off, paid holidays, 401(k) employer match and safe harbor contribution, and our long-term equity incentive plan.