Desktop Publisher/Proposal Coordinator

Description & Requirements

This individual is responsible for coordinating and managing government proposal response production.
The position supports the preparation and development of all Maximus and client thematic proposals and related materials.
Reviews and documents all production-related requirements within the RFP and serves as the production interface for the entire proposal team.


This position works remotely but is required to commute to the McLean, VA, office for print productions.
Documents range from a few pages to multi-thousand.

Essential Duties and Responsibilities:

- Develop processes to streamline proactive curation of proposal related content.


- Ensure proposal content is up-to-date, and accessible.


- Serve as the Proposal Writing & Design team primary resource for users requesting assistance locating proposal content.


- Train new and existing users of systems to create and update content and provide day-to-day user support.


- Maintain the proposal system, databases and other systems that are warehouses of information required for proposals.


- Conduct ongoing quality control and coordinate regular updates of all proposal content (by making requested edits and applying consistent writing style standards).


- May occasionally assist as proposal writer.


- Manages workflow of assigned projects to meet review, publication, and submission deadlines.


- Uses advanced Microsoft Word features and/or Adobe InDesign, creates solicitation-specific templates and formats all response documents for printing and/or electronic production.
Examples include creation of, modification of, and compliance to paragraph and character styles; advanced page header/footer formatting and layouts; professional typesetting of text, charts, tables, and forms; and proper insertion of figures and photographs to maintain ratio and resolution.


- Participates in strategy meetings and conference calls to gather/communicate information concerning document layout and production process.


- Prepares and manages documents for reviews including electronic and/or physical book checks, and for submission in formats as required by the RFP (Word, complex PDFs, Excel, etc.).


- Performs technical proofing and editing as needed and helps to ensure compliance to RFP requirements for production and submittal needs.


- Works with a team of graphic designers, proposal managers, writers, and other professionals to assure that all images and text processes are followed, that the file versions are the most current, and to meet schedules and deadlines.


- Self-proofs document text and files to identify errors related to the use of language, in general, or adherence to a specific style guide.


- Uses a methodical approach to problems, including troubleshooting software issues with flexibility to develop workarounds and backup plans that remain solicitation-compliant within the deadline.


- Coordinates schedules and works with the Copy Services team, as appropriate, to produce hard copy proposals, including, but not limited to, preparation and handling of 3-ring binders, GBC/comb-binding machine, paper hole drills, USB flash drives, shipping of materials, etc.


- Learns and applies corporate principles and processes to meet quality standards for documents, services, and meeting customer needs.


- Performs other related duties as assigned.


Minimum Requirements

- Bachelor's degree in English, Communications, Journalism, Marketing, or Business.

- 3-5 years of proposal content management experience curating procurement responses for government and/or public sector industries.

- Technically proficient with exporting and importing data into and out of proposal content libraries and software.

- Experience in large scale document management.

- Must be detail oriented, proactive, intellectually curious, and self-directed.

- Strong organizational skills with the ability to prioritize assignments while simultaneously working on and managing multiple tasks.

- Proficient in latest versions of MS Office applications (Word, PowerPoint, Excel), SharePoint, and Adobe Acrobat.


Additional Minimum Requirements:

- Advanced understanding of professional publishing with a minimum of three to five years of proposal production, including typesetting, page layout, word processing, document management, and printing.


- Advanced software skills in Microsoft Office Word and Adobe Acrobat Pro, and has a working knowledge of Adobe Creative Suite, Microsoft Excel, SharePoint, and Teams.


- Keen attention to detail, the ability to read and follow specific instructions, proofreading skills, producing documents with minimal errors, and the ability to handle stressful situations are critical.


- Strong organizational and communication skills, both written and verbal, working in a team environment with a constructive and respectful attitude, and collaborating with individuals at all levels of a corporate organization.


- Must have excellent self-management, time management, multi-tasking, and prioritizing skills.


- Knowledge of administrative and clerical procedures and systems such as managing files and records (SharePoint, File Explorer), designing forms, and other general office procedures and terminology.


- Ability to commute to the Tysons office in McLean, VA, as needed and lift and move items up to 35 pounds.


EEO Statement

Active military service members, their spouses, and veteran candidates often embody the core competencies Maximus deems essential, and bring a resiliency and dependability that greatly enhances our workforce.
We recognize your unique skills and experiences, and want to provide you with a career path that allows you to continue making a difference for our country.
We're proud of our connections to organizations dedicated to serving veterans and their families.
If you are transitioning from military to civilian life, have prior service, are a retired veteran or a member of the National Guard or Reserves, or a spouse of an active military service member, we have challenging and rewarding career opportunities available for you.
A committed and diverse workforce is our most important resource.
Maximus is an Affirmative Action/Equal Opportunity Employer.
Maximus provides equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status or disabled status.


Pay Transparency

Maximus compensation is based on various factors including but not limited to job location, a candidate's education, training, experience, expected quality and quantity of work, required travel (if any), external market and internal value analysis including seniority and merit systems, as well as internal pay alignment.
Annual salary is just one component of Maximus's total compensation package.
Other rewards may include short- and long-term incentives as well as program-specific awards.
Additionally, Maximus provides a variety of benefits to employees, including health insurance coverage, life and disability insurance, a retirement savings plan, paid holidays and paid time off.
Compensation ranges may differ based on contract value but will be commensurate with job duties and relevant work experience.
An applicant's salary history will not be used in determining compensation.
Maximus will comply with regulatory minimum wage rates and exempt salary thresholds in all instances.


Annual Base Pay Minimum for this Position

$

65,000.00

Annual Base Pay Maximum for this Position

$

95,000.00