E-3 Visa Proposal Coordinator Jobs
Proposal Coordinator roles qualify for E-3 visa sponsorship when the position requires a bachelor's degree in a relevant field such as communications, business, or technical writing. Australian professionals can secure two-year renewable status with no lottery risk, making this a direct path to U.S. employment in proposal development and bid management.
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Get Access To All JobsWHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!
JOB SUMMARY
Works under general supervision to provide support for pre-award research services. Performs a wide variety of assignments using analytical skills. This is a position which involves many heavy deadlines throughout the year working among the SPA Proposal team. This person will help PI/faculty and their departments with their funding proposals and submissions. Collaboration with the PIs to successfully submit research proposals and are the subject matter experts with eGrants and the required compliance areas related to the awards which included IACUC, IRB, COI. Closely works with the RAS team, will participate in focus groups with the pending new implementation of the grants system, reads and disseminates the regulatory requirements and helps other SPA teams to ensure proper care is taken with the myriad of funding opportunities and their various requirements.
BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:
- PPO medical plan, available day one at no cost for full-time employee-only coverage
- 100% coverage for preventive healthcare - no copay
- Paid Time Off, available day one
- Retirement Programs through the Teacher Retirement System of Texas (TRS)
- Paid Parental Leave Benefit
- Wellness programs
- Tuition Reimbursement
- Public Service Loan Forgiveness (PSLF) Qualified Employer
Learn more about these and other UTSW employee benefits!
EXPERIENCE AND EDUCATION
Required
Education
Bachelor's Degree in business administration, public administration, or related field.
Experience
3 years of experience in business, finance, or public administration with emphasis on customer service.
Preferred
Education
Master's Degree or other advanced degree.
Licenses and Certifications
Certified Research Administrator (CRA) designation Upon Hire.
JOB DUTIES
Has responsibilities performing tasks at the advanced level for the pre-award services within Sponsored Programs Administration.
- Provides funding opportunity information to potential applicants at the university.
- Provides guidance to researchers for proposal development and submission by interpreting and ensuring adherence to sponsor and university guidelines.
- May provide backup assistance to Research Award Accountants in setup of awards.
- Provides award lifecycle support to researchers by interpreting award conditions, obtaining approvals, and preparing award changes, no-cost extensions, progress reports, and non-financial obligations.
- Independently reviews and approves complex proposals.
- Monitors status of pending proposals and updates eGrants and Departmental staff where applicable.
- Fully understands the award lifecycle and provides support to all areas within Sponsored Programs.
- Familiarity with broad knowledge of the entire award lifecycle. Provides assistance gathering information needed to answer pre-award inquiries. Supports ServiceNow issues by routing, working and closing service tickets.
- Completes forms in PeopleSoft or eGrants to assist both pre- and post-award functions.
- Assists providing transactional documentation for program reports or as needed for institutional audits.
- May be included in rotation schedule for Office Hours for Campus research support.
- Performs other duties as assigned.
SECURITY AND EEO STATEMENT
Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.
EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
WHY UT SOUTHWESTERN?
With over 75 years of excellence in Dallas-Fort Worth, Texas, UT Southwestern is committed to excellence, innovation, teamwork, and compassion. As a world-renowned medical and research center, we strive to provide the best possible care, resources, and benefits for our valued employees. Ranked as the number 1 hospital in Dallas-Fort Worth according to U.S. News & World Report, we invest in you with opportunities for career growth and development to align with your future goals. Our highly competitive benefits package offers healthcare, PTO and paid holidays, on-site childcare, wage, merit increases and so much more. We invite you to be a part of the UT Southwestern team where you'll discover a culture of teamwork, professionalism, and a rewarding career!
JOB SUMMARY
Works under general supervision to provide support for pre-award research services. Performs a wide variety of assignments using analytical skills. This is a position which involves many heavy deadlines throughout the year working among the SPA Proposal team. This person will help PI/faculty and their departments with their funding proposals and submissions. Collaboration with the PIs to successfully submit research proposals and are the subject matter experts with eGrants and the required compliance areas related to the awards which included IACUC, IRB, COI. Closely works with the RAS team, will participate in focus groups with the pending new implementation of the grants system, reads and disseminates the regulatory requirements and helps other SPA teams to ensure proper care is taken with the myriad of funding opportunities and their various requirements.
BENEFITS
UT Southwestern is proud to offer a competitive and comprehensive benefits package to eligible employees. Our benefits are designed to support your overall wellbeing, and include:
- PPO medical plan, available day one at no cost for full-time employee-only coverage
- 100% coverage for preventive healthcare - no copay
- Paid Time Off, available day one
- Retirement Programs through the Teacher Retirement System of Texas (TRS)
- Paid Parental Leave Benefit
- Wellness programs
- Tuition Reimbursement
- Public Service Loan Forgiveness (PSLF) Qualified Employer
Learn more about these and other UTSW employee benefits!
EXPERIENCE AND EDUCATION
Required
Education
Bachelor's Degree in business administration, public administration, or related field.
Experience
3 years of experience in business, finance, or public administration with emphasis on customer service.
Preferred
Education
Master's Degree or other advanced degree.
Licenses and Certifications
Certified Research Administrator (CRA) designation Upon Hire.
JOB DUTIES
Has responsibilities performing tasks at the advanced level for the pre-award services within Sponsored Programs Administration.
- Provides funding opportunity information to potential applicants at the university.
- Provides guidance to researchers for proposal development and submission by interpreting and ensuring adherence to sponsor and university guidelines.
- May provide backup assistance to Research Award Accountants in setup of awards.
- Provides award lifecycle support to researchers by interpreting award conditions, obtaining approvals, and preparing award changes, no-cost extensions, progress reports, and non-financial obligations.
- Independently reviews and approves complex proposals.
- Monitors status of pending proposals and updates eGrants and Departmental staff where applicable.
- Fully understands the award lifecycle and provides support to all areas within Sponsored Programs.
- Familiarity with broad knowledge of the entire award lifecycle. Provides assistance gathering information needed to answer pre-award inquiries. Supports ServiceNow issues by routing, working and closing service tickets.
- Completes forms in PeopleSoft or eGrants to assist both pre- and post-award functions.
- Assists providing transactional documentation for program reports or as needed for institutional audits.
- May be included in rotation schedule for Office Hours for Campus research support.
- Performs other duties as assigned.
SECURITY AND EEO STATEMENT
Security
This position is security-sensitive and subject to Texas Education Code 51.215, which authorizes UT Southwestern to obtain criminal history record information.
EEO
UT Southwestern Medical Center is committed to an educational and working environment that provides equal opportunity to all members of the University community. As an equal opportunity employer, UT Southwestern prohibits unlawful discrimination, including discrimination on the basis of race, color, religion, national origin, sex, sexual orientation, gender identity, gender expression, age, disability, genetic information, citizenship status, or veteran status.
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Get Access To All JobsTips for Finding E-3 Visa Sponsorship as a Proposal Coordinator
Align your credentials to specialty occupation standards
Your Australian degree must correspond directly to the Proposal Coordinator role. A communications, business administration, or technical writing qualification strengthens your E-3 eligibility far more than a general arts degree, so frame your transcript accordingly when presenting credentials to prospective employers.
Target federal contractors and defense primes first
Government contractors such as those in aerospace, defense, and professional services regularly produce large-scale proposals requiring dedicated coordinators. These organizations file LCAs routinely through DOL and understand E-3 mechanics, reducing the time you spend educating HR about sponsorship requirements.
Request the LCA before signing anything
Your employer must file a certified Labor Condition Application with DOL before your visa interview. Confirm this step is underway early in the offer negotiation, as LCA certification typically takes seven business days and delays here push your consulate appointment back by weeks.
Use Migrate Mate's E-3 filing service for the full process
Once you have a job offer, use Migrate Mate's E-3 filing service to handle your LCA and visa paperwork. This avoids the common mistake of letting employers file incomplete LCAs, which can trigger consulate queries specific to specialty occupation documentation for coordination roles.
Address specialty occupation directly in your offer letter
Consular officers sometimes question whether Proposal Coordinator roles qualify as specialty occupations. Ask your employer to include language in the offer letter stating that a bachelor's degree in a specific field is required, not merely preferred, as this distinction determines E-3 approval at interview.
Prepare a portfolio demonstrating degree-to-role connection
Bring documented examples of proposal work that draw directly on your degree discipline. Consular officers evaluating E-3 applications for coordinator roles respond well to concrete evidence tying your academic training to the technical or analytical demands of the position, particularly for government or engineering sector bids.
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Find Proposal Coordinator JobsProposal Coordinator E-3 Visa: Frequently Asked Questions
How do I find Proposal Coordinator jobs with E-3 visa sponsorship?
Migrate Mate is the most direct way to search for Proposal Coordinator roles where employers are already open to E-3 sponsorship. Standard job searches surface postings that rarely specify visa support, so filtering specifically for E-3-aware employers saves significant time. Once you identify a match, the E-3 process moves faster than most other work visas because there is no lottery or annual cap to wait through.
How much does it cost to get an E-3 visa?
Migrate Mate's E-3 filing service covers the entire process for $499, including the Labor Condition Application, visa document preparation, and consulate appointment guidance. Traditional immigration lawyers charge $2,000–$5,000+ for the same work. The E-3 has less paperwork than most work visas, so paying thousands for legal help is usually unnecessary.
Does a Proposal Coordinator role qualify as a specialty occupation for E-3 purposes?
It qualifies when the employer requires a bachelor's degree in a specific field, such as communications, technical writing, business administration, or a related discipline. The role fails the specialty occupation test if the posting accepts any degree regardless of field, or if the employer cannot demonstrate that degree-level knowledge is actually applied in the day-to-day work. Positions in government contracting, engineering, or professional services environments tend to meet the standard more cleanly than general administrative coordinator roles.
How does the E-3 compare to the H-1B for Proposal Coordinator roles?
The E-3 is considerably more practical for Australian nationals in this field. There is no lottery, no annual cap pressure, and the two-year renewable structure means you can stay as long as you hold a qualifying role. H-1B petitions for Proposal Coordinator positions also face scrutiny over specialty occupation status, but the lottery adds uncertainty on top of that. With the E-3, if the role and your credentials meet the standard, approval is the expected outcome rather than a lottery outcome.
What happens to my E-3 status if my employer loses a major contract and my role changes?
Your E-3 status is tied to the specific position described in your LCA and visa application. If your employer restructures your role significantly, or if the specialty occupation justification no longer holds, your status may no longer be valid under the original filing. You would need your employer to file a new LCA reflecting the revised role before continuing to work. Starting a renewal process promptly when role changes are anticipated is the safest approach.
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