Proposal Manager (PM) Job Description

Primary Responsibilities

• Own and manage the full grant lifecycle: prospecting, qualification, proposal development, submission, compliance, reporting, and renewal strategy.
• Lead development of high-quality written proposals and presentations for:
  • Private and family foundations
  • Government contracts
  • Corporate and institutional funders
• Develop and maintain master proposal templates, boilerplate language, and data libraries to ensure consistency and efficiency.
• Coordinate cross-department collaboration to gather program data, financials, outcomes, stories, and visuals required for proposals.
• Maintain a comprehensive grants calendar including deadlines, reporting requirements, and follow-ups.
• Prepare and submit interim and final reports, clearly demonstrating impact and stewardship of funds.
• Build and maintain relationships with program officers, foundation representatives, and funding partners.

• Lead a strategic approach to prospect identification and prioritization, ensuring all grant, major donor, corporate, and sponsorship opportunities align with Brazos Valley Food Bank’s financial needs, mission, and long-term growth objectives.
• Evaluate and prioritize funding opportunities based on:
  • Financial impact (ability to address funding gaps and resource needs)
  • Goodness of fit (alignment between funder priorities and BVFB programs, populations served, and outcomes)
  • Strategic growth potential (opportunity for multi-year funding, increased giving, or expanded partnerships)
• Conduct and apply in-depth research on funders, donors, and corporate partners, including giving history, interests, and engagement patterns, to inform cultivation strategies and the development of highly tailored written proposals and sponsorship packages.
• Develop and maintain a balanced, high-quality funding pipeline, prioritizing opportunities with the greatest likelihood of success and long-term value to the organization.
• Collaborate with the Executive Director and internal stakeholders to ensure prospecting efforts are aligned with organizational priorities, programmatic needs, and revenue goals.
• Apply strategic judgment to pursue, defer, or decline opportunities, ensuring staff time and organizational resources are invested in high-impact, mission-aligned funding relationships.
• Continuously refine prospecting strategy based on performance data, funding trends, and organizational growth goals, strengthening the overall effectiveness and sustainability of the funding portfolio.

• Grant Submission Volume: Number of completed and submitted grant proposals (monthly/quarterly/annual targets).
• Grant Success Rate: Percentage of awarded grants compared to total submitted.
• Funding Secured: Total dollar amount of grant funding awarded (new and renewal).
• On-Time Submission Rate: % of proposals submitted by deadline (target: 100%).
• Reporting Compliance: % of interim/final reports submitted on time and accepted without revision (target: 100%).
• Grant Renewal Rate: % of eligible grants successfully renewed.

• Proposal Win Rate by Type: Success rate across grants, major donor asks, and corporate proposals.
• Average Proposal Value: Growth in average size of funded requests over time.
• Internal Quality Score: Leadership evaluation of clarity, alignment, and persuasiveness of proposals.

• Conduct in-depth research on BVFB donor profiles, giving history, interests, and capacity to inform strategy.
• Develop customized written proposals, presentations, and solicitation materials for major donors and corporate partners for annual giving.
• Support the Executive Director in donor engagement by preparing:
  • Briefing memos
  • Donor histories
  • Strategic talking points and materials
• Create and execute with the Executive Director moves management strategies with funders/donors
• Ensure timely and strategic follow-up, stewardship, and documentation of all donor interactions.

• Major Gift Pipeline Growth: Number of qualified major donor prospects identified and actively managed.
• Donor Conversion Rate: % of cultivated prospects that result in financial commitments.
• Corporate Sponsorship Revenue: Total dollars secured through corporate partnerships and sponsorships.
• Donor Retention Rate: % of major donors and corporate partners who renew or increase giving.
• Timeliness of Follow-Up: % of donor interactions followed up within defined timeframe (e.g., 48–72 hours).

• Partner with Communications & Events Manager (CEM) to define event fundraising strategies and sponsorship revenue goals.
• Develop comprehensive sponsorship packages, including tiered benefits.
• Create custom sponsor proposals and pitch materials tailored to corporate and individual prospects.
• Research and identify aligned sponsorship prospects based on giving history and community engagement.
• Track sponsor commitments, benefits fulfillment, and payments in coordination with internal systems.
• Conduct post-event analysis, including KPIs, ROI, and sponsor retention strategy.

• Prospect Research Output: Number of new qualified funding prospects (grants, donors, corporation) identified quarterly.
• Alignment Rate: % of submitted proposals aligned with funder priorities resulting in positive outcomes (awards, invitations, follow-ups).
• Data Utilization: Demonstrated use of donor history, giving patterns, and program data in proposals (qualitative leadership review).

• Serve as a central liaison across departments, ensuring proposal content reflects accurate programmatic and financial data.
• Lead communication with internal stakeholders to gather input, meet deadlines, and ensure alignment.
• Participate in weekly strategy meetings with Executive Director and CEM to align priorities and messaging.
• Foster a culture of shared ownership and accountability in fundraising efforts.

• Cross-Department Timeliness: % of proposal inputs collected from internal teams on schedule.
• Project Completion Rate: % of fundraising projects completed on time and within scope.
• Internal Stakeholder Satisfaction: Feedback from Executive Director and peers on communication, clarity, and coordination.
• Meeting & Communication Cadence: Consistent participation and preparedness in required meetings (100% expectation).

• Assist with Executive Director and CEM in addressing fundraising in audits and monitoring visits.
• Ensure compliance with contracts and funding agreements.

• Co-supervise Administrative Support / Donor Data Specialist, including:
  • Training, coaching, and performance management
• Collaborate with Accounting & Finance Professional (primary supervisor) and CEM on workload coordination and joint performance reviews.
• Support hiring and professional development opportunities as needed.

• Ensure accurate tracking of donor activity, reporting, and proposal data.
• Utilize data to inform proposal strategy, donor targeting, and forecasting.

Use of Volunteers: (where appropriate)

• • Identify volunteer needs, training, and supervision
    • Developing written job descriptions, including skills and education needed to fulfill the job

Other Tasks

• Maintain Standard Operating Procedures (SOPs) for full grant/proposal development life cycle.
• Follow all BVFB written Policies & Procedures
• Get approval from the Executive Director in advance of any unbudgeted financial expenditure
• Discuss all ideas and changes with the Executive Director before acting, during probationary period
• Attend and come prepared for all 1:1 session with the Executive Director
• Attend and actively participate in all weekly strategy meetings with the Executive Director and Communication & Event Manager (CEM)
• Attend and actively participate in All Staff Quarterly scheduled staff meetings
• Communicate effectively, appropriately and in a timely fashion with the Executive Director
• Engage with and participate in relevant Feeding America (FA) opportunities
• Serve as the BVFB representative with Feeding Texas (FT) committees/work groups/trainings representing Communication
• Planning for and controlling/managing change
• Keep empowerment of people facing hunger in mind with all that you do
• Assist in fundraising events, when needed
• Assist in BVFB disaster related efforts, when needed
• Other duties as assigned and needed

• Degree in Communications/Public Relations, English/Professional Writing or Nonprofit Studies with ability to learn new concept quickly or a degree in social work, public health, nutrition or education with outstanding writing and research ability

• Minimum 3–5 years of proven grant writing success
• Applicable experience translating data into compelling narratives
• Strong research and alignment skills – successful experience matching needs with opportunities
• Experience with prospect strategy and management
• Applicable experience in full cycle project management
• Proven coaching/managerial experience (1 year minimum)

• Knowledge of grant search resources available to nonprofits
• Experience with donor CRM systems (e.g., Bloomerang, Raiser's Edge, DonorPerfect, or equivalent)
• Experience reviewing transactions and pulling reports in online platforms such as Stripe, PayPal
• Proficiency in Microsoft Office, particularly Word, Excel, PowerPoint, google docs
• Proficiency using email (Outlook) and web-based tools
• Experience using video conferencing tools, such as Teams, Zoom and other

• • Highly responsive, conscientious, and professional with BVFB staff, Board and existing and potential BVFB constituents. Driven and enthusiastic but also mission-grounded and inspired
  • Excellent attention to detail, strong follow-through and highly ethical, with firm boundaries
  • Integrity is necessary, understanding the importance of confidentiality, exercising good judgement and discretion
  • Ability to juggle multiple projects with diligence and accuracy, adhering to deadlines in a fast-paced environment
  • Ability to motivate self, donors, and other staff
  • Superior interpersonal skills, with the ability to listen and build rapport with people in authentic ways
  • Ability to quickly learn about the organization – its mission, its strategies, its programming, etc. in order to write and talk about it at a high level
  • Superior verbal and written communication skills, with the ability to explain concepts in clear, compelling, and persuasive ways, including aligning project goals with funder expectations
  • Research abilities, understanding the mission and priorities of potential funders/donors/corporations to identify funding opportunities that match the organization’s work
  • Ability to search publicly available research data sets to write statements of need, needs assessments, etc. for written proposals (case making)
  • Strong editing skills, with the ability to reword/rephrase for particular audiences
  • Ability to work with other staff across departments to gather evidence - pictures, stories, financial information, statistics – to support ask/written proposals
  • Comfort with data – understanding importance of accuracy, trends, and results to projections
  • Knowledge of food bank operations and programs, as well as government safety net programs, a plus Interested in learning more about model practices and industry standards and how to apply them
• Understanding of office procedures/management

• Passion for the mission of feeding people

• Must be able to give and accept constructive criticism
• Must be able to pass criminal background check
• Possible overnight stays for conferences/trainings

• Ability to walk, stand, sit, kneel, push, stoop, reach above the shoulder, grasp, pull, bend repeatedly, identify colors, hear with aid, see, write, count, read, speak, analyze, alphabetize, lift, and carry up to 50 lbs., perceive depth, operate a motor vehicle, and operate motor equipment.
• Conditions may include working inside, working outside, working alone, working protracted or irregular hours, and traveling by car, van, bus, and airplane.
• Equipment (machines, tools, devices) used in performing only the essential functions including computer and related equipment, calculator, copier, fax machine, telephone, and automobile.

This job description may not be inclusive of all assigned duties, responsibilities, or aspects of the job described, and may be amended at anytime at the sole discretion of the Brazos Valley Food Bank.

The Brazos Valley Food Bank is an Equal Opportunity Employer (EOE).

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