Program Specialist II

Texas A&M University System • College Station, TX

2d • $45,000 - $55,000 • Onsite

About The Position

The Program Specialist II performs entry-level specialist duties in support of the Texas A&M College of Veterinary Medicine & Biomedical Sciences (VMBS) Office of Research and Graduate Studies. This role supports the college’s new PreAward Research Support Services unit by assisting faculty and staff with proposal planning and coordination, collecting and organizing required proposal documents, maintaining program files and tracking tools, communicating funding opportunities, and providing administrative support for grant- and program-related activities.

The position coordinates pre-award program logistics, supports proposal and budget documentation, maintains databases and correspondence, and helps ensure administrative processes are completed accurately and on time. It also supports communications, outreach, evaluation, funding-opportunity research, faculty training, and professional development activities. The Program Specialist II works with faculty, office staff, program participants, senior staff, and internal stakeholders, and performs other duties in support of pre-award research services and VMBS Office of Research and Graduate Studies needs.

Requirements

• Bachelor’s degree or an equivalent combination of education and experience.
• Two years of administrative, coordination, or related experience.
• Strong interpersonal skills and the ability to communicate effectively verbally and in writing.
• Skills in word processing, spreadsheet, database, and survey software.
• Ability to multitask and work cooperatively with others.
• Excellent organizational and customer service skills, attention to detail, and sound judgment.

Nice To Haves

• Experience with research administration and/or sponsored research services.
• Demonstrated experience proofreading, editing for content, or assisting with grant writing.
• Familiarity with Grants.gov and proposal requirements for foundations and other external funding opportunities.
• Demonstrated ability to work on multidisciplinary teams developing or supporting research proposals.

Responsibilities

• Coordinate logistics for planning, developing, implementing, and monitoring pre-award research support services and related programs.
• Assist faculty and office staff with proposal development tasks, including assembling required documents, organizing drafts, and preparing forms and templates.
• Coordinate research-related conferences, seminars, workshops, and meetings, including agendas, handouts, and follow-up communications.
• Assist leadership with developing and documenting unit procedures, checklists, and guidance for pre-award processes.
• Gather and organize data from internal tracking tools and systems for basic program and proposal-related reports.
• Assist with preparing and maintaining budgets, special reports, and other documents using standard templates and systems.
• Assist faculty with preparing and reviewing budget documentation and ensure required budget information is provided to SRS in the appropriate format.
• Design, create, and maintain program files, databases, correspondence, and materials related to proposals and research support services.
• Coordinate grant-related administrative duties, including travel arrangements, travel reimbursements, and stipends according to established guidelines.
• Liaise with program participants and internal stakeholders to coordinate communications and workflows and ensure administrative and pre-award processes are completed correctly and on time.
• Support the VMBS Office of Research and Graduate Studies with meeting scheduling, supply ordering, procard support, and routine office tasks.
• Coordinate the creation and distribution of newsletters, website updates, and other communication materials.
• Develop and distribute weekly funding-opportunity emails and assist with periodic grant-related surveys.
• Coordinate outreach and engagement strategies with internal teams and follow communication policies and guidelines.
• Attend meetings and conferences to support and document assigned programs and pre-award activities.
• Serve as a first point of contact for routine program and funding-opportunity information and coordinate responses to requests.
• Help gather and summarize information used to evaluate specialized programs and pre-award services.
• Maintain a professional development plan and stay informed about engagement and research development best practices relevant to faculty support and pre-award services.
• Research sponsor programs, funding opportunities, and engagement trends relevant to VMBS faculty and strategic research areas.
• Maintain basic reference information on funding programs, including requirements, eligibility, and deadlines, under senior staff guidance.
• Assist in developing and offering research-related professional development trainings and workshops for faculty.
• Assist with logistics for project meetings and special events related to grant proposal development.
• Help senior staff track large, multidisciplinary grant proposals, including basic status tracking and document versioning.
• Gather materials for proposal narratives, budgets, white papers, and letters of support at the direction of more senior staff.
• Perform other duties as assigned in support of pre-award research support services and VMBS Office of Research and Graduate Studies needs.

Benefits

• Medical, prescription drug, dental, vision, life and AD&D, flexible spending accounts, and long-term disability insurance; Texas A&M contributes to employee health and basic life premiums.
• 12–15 days of annual paid holidays.
• Up to eight hours of paid sick leave and at least eight hours of paid vacation each month.
• Automatic enrollment in the Teacher Retirement System of Texas.
• Free exercise programs and release time for health and wellness.
• Free LinkedIn Learning training and webinars, plus limited financial support to attend conferences and workshops.
• Educational release time and tuition assistance for completing a degree while a Texas A&M employee.
• Living Well employee wellness program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level