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Texas A&M University System

Texas public university system

Program Specialist 2

Program ManagementUpdated on Nov 3
Full-timeCollege Station, TX, USA$45k - $55k /yr

About the Job

Requirements

  • A bachelor's degree or an equivalent combination of education and experience is required.
  • Two years of administrative, coordination, or related experience are required.
  • Strong interpersonal skills and the ability to communicate effectively verbally and in writing are required.
  • Skills in word processing, spreadsheet, database, and survey software are required.
  • The ability to multitask and work cooperatively with others is required.
  • Organizational and customer service skills, attention to detail, and sound judgment are required.

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 assigned programs, including research-related conferences, seminars, workshops, and meetings, to facilitate program goals.
  • Coordinate specialized program communications and materials, such as agendas, handouts, and follow-up emails, for faculty trainings and workshops.
  • Assist leadership in developing and documenting unit procedures, checklists, and guidance for pre-award processes.
  • Support preparation of basic program and proposal-related reports by gathering and organizing data from internal tracking tools and systems.
  • Assist in preparing and maintaining budgets, special reports, and other documents by gathering information and entering data into 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 program materials related to proposals and research support services.
  • Coordinate grant-required administrative duties, including travel arrangements, travel reimbursements, and stipends according to established guidelines.
  • Liaise with program participants and internal stakeholders to ensure administrative and pre-award processes are completed correctly and on time, coordinating communication and workflow across departments and stakeholders.
  • Support the VMBS Office of Research and Graduate Studies with meeting scheduling, supply ordering, procard support, and other routine office tasks across teams.
  • Coordinate the creation and distribution of communication materials, including newsletters, website updates, and other content.
  • Develop and distribute weekly funding opportunity emails to faculty and staff and assist in preparing periodic grant-related surveys.
  • Coordinate outreach and engagement strategies with internal teams.
  • Ensure compliance with communication policies and guidelines while executing outreach tasks.
  • Attend meetings and conferences to support and document the progress of 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 via email and other channels.
  • Support program staff in gathering and summarizing information to evaluate the success and impact of specialized programs and pre-award services.
  • Develop and enhance a personal professional development plan to increase job knowledge and skills, staying current on engagement and research development best practices related 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 key requirements, eligibility, and deadlines, under guidance from senior staff.
  • Assist in developing and offering relevant professional development trainings and workshops related to research for faculty.
  • Assist in coordinating logistics for project meetings and special events, such as faculty trainings and workshops, related to grant proposal development.
  • Assist senior staff with tracking information on large, multidisciplinary grant proposals, including basic status tracking and document versioning.
  • Assist with grant-related tasks, including gathering 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.

Desired Qualifications

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

About the Company

Texas A&M University System

Texas public university system

Texas A&M University System is a statewide public university system combining higher education, research, and public-service agencies. The system coordinates universities and state agencies that deliver teaching, research, extension, engineering, health, and community programs. It serves students, faculty, researchers, public agencies, industries, and communities throughout Texas. Its operating model centers on autonomous member institutions connected through system governance, shared services, public funding, and statewide missions. Teams work across instruction, research, healthcare, extension, engineering, technology, administration, facilities, and public service. Teams support coordinated daily delivery.

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