Program Specialist II, III
Texas A&M Engineering
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Benefits offered by this job
Job summary
Texas A&M Engineering Experiment Station (TEES) seeks a Program Specialist II/III to provide coordination and administrative support for departmental programs. The role collaborates with faculty, staff, and university offices to manage projects, records, communications, and sponsored research coordination, with emphasis on proposal activity and awards administration.
Responsibilities include maintaining proposal pipelines, updating biosketches and facilities documentation, coordinating funding
Qualifications
- For II: bachelor’s degree or equivalent; 2 years related experience; research/proposal coordination preferred.
- For III: bachelor’s degree or equivalent; 4 years related experience; experience in core responsibilities.
Responsibilities
- Maintain the departmental proposal pipeline and track milestones.
- Prepare and update administrative proposal materials (biosketches, current and pending, facilities).
- Circulate funding opportunities, fellowships, and faculty recognition programs.
- Compile and maintain faculty research metrics and scholarly information.
- Submit expense reports and reimbursements using Emburse.
- Develop and maintain faculty research websites and digital content systems.
- Prepare newsletters, reports, and promotional materials.
- Coordinate research events (seminars, workshops, conferences, departmental events).
- Manage scheduling, travel, and event logistics for external visitors.
Skills
Education
Tools
Job description
Program Specialist II, III Agency Texas A&M Engineering Department Mechanical Engineering
Commensurate
College Station, Texas
Staff
Why work for Texas A&M Engineering? Who we are Engineering has been part of Texas A&M University since its opening in 1876 as the Agricultural and Mechanical College of Texas. Today, the College of Engineering is the largest college on the College Station campus with more than 25,000 engineering students enrolled in 15 departments. Its mission is to serve Texas, the nation and the global community by providing engineering graduates who are well-founded in engineering fundamentals, instilled with the highest standards of professional and ethical behavior, and prepared to meet the complex technical challenges of society. As the research arm of Engineering, the Texas A&M Engineering Experiment Station (TEES) is a state agency within the Texas A&M University System with a mission to improve lives through basic and applied engineering research, workforce development and technology transition. Our collaborations with industry, academia and government provide cutting-edge solutions to global technical challenges. We are deeply committed to recruiting and retaining a talented workforce that embraces our core values of Respect, Excellence, Leadership, Loyalty, Integrity, and Service, by offering competitive salaries, an array of benefits, an extensive support network, and above all, an enriching and highly collaborative working community that is deeply passionate about our vision for higher education, research, and public service.
The Program Specialist II provides coordination and administrative support for departmental programs and activities. The position works with faculty, staff, and university offices to coordinate projects, maintain records and information, prepare communications, and support the implementation of departmental initiatives. The Program Specialist III provides advanced, independent operational and programmatic support to departmental leadership, with primary responsibility for pre-and post-award sponsored research coordination. The position plays a key role in organizing faculty proposal activity, coordinating with the sponsored research and business staff in the college and university, and supporting active award administration. The position also supports departmental research visibility, faculty recognition, events, and process improvements in support of departmental priorities.
We are recruiting for a level II or III Program Specialist. Minimum qualifications for a Program Specialist II: Bachelor’s degree in applicable field or equivalent combination of education and experience. Two years of related experience; preference for experience that includes research and proposal coordination and academic research operations. Minimum qualifications for a Program Specialist III: Bachelor’s degree in applicable field or equivalent combination of education and experience. Four years of related experience, including demonstrated experience in several of the core responsibilities identified for the position.
- Assist with maintaining the departmental proposal pipeline, including tracking milestones, organizing documentation, coordinating with assigned SRS personnel, and following up on outstanding items.
- Assist faculty with preparing and updating administrative proposal materials (biosketches, current and pending support, facilities information) and research-related requests.
- Circulate funding opportunities, fellowships, and faculty recognition programs.
- Compile and maintain faculty research metrics, accomplishments, and scholarly information.
- Utilize an internal expense reporting system (Emburse) to submit expense reports and reimbursements.
- Develop and maintain faculty research websites and digital content systems.
- Prepare newsletters, reports, presentations, and promotional materials.
- Assist with planning and coordinating research events, including seminars, workshops, conferences, and departmental events.
- Coordinate scheduling, travel, and event logistics for external visitors.
- Support industry engagement activities and other departmental programs.
- Maintain departmental records, tracking systems, and program documentation.
- Coordinate recurring administrative processes and follow established procedures.
- Assist with special projects and departmental initiatives, including tracking assignments, monitoring deadlines, and following up on outstanding items.
- Support continuity of service by maintaining documented procedures and providing backup coverage for recurring tasks.
- Coordinate research support activities for departmental leadership and research committees.
- Identify and disseminate funding opportunities, fellowships, and faculty recognition programs.
- Support faculty research development through proposal assistance and documentation. This includes coordinating required proposal documents and preparing and updating biosketches, current and pending support, facilities and resources documentation, and other administrative components in proposal preparation.
- Maintain a proposal pipeline, establish internal milestones, coordinate with assigned SRS personnel, and follow up on missing items.
- Administer departmental honors and awards programs across multiple levels of recognition.
- Use internal expense reporting system (Emburse) to submit expense reports and reimbursement requests.
- Coordinate award startup activities, including communicating key dates, staffing needs, and administrative requirements to faculty.
- Track reporting deadlines and coordinate documentation for rebudgeting requests, no-cost extensions, and other award changes.
- Develop and maintain faculty research websites and digital content systems.
- Create newsletters, reports, presentations, and promotional materials.
- Track and report faculty research metrics, accomplishments, and scholarly outputs.
- Plan and coordinate research events, including seminars, workshops, conferences, and industry engagement activities.
- Manage scheduling, travel, and event logistics for external visitors.
- Support departmental engagement initiatives and maintain coordination with internal and external partners.
- Lead projects and initiatives supporting departmental research operations and strategic priorities.
- Maintain shared records, documented procedures, and continuity plans for recurring tasks and urgent requests.
- Coordinate across departmental units and university offices to advance projects and ensure timely completion.
- Exercise independent judgment in prioritizing work and resolving issues.
Main Campus - College Station, TX.
The J. Mike Walker '66 Department of Mechanical Engineering at Texas A&M University is a national and international leader in mechanical engineering education. Our scholarship, research, and service to our communities are supported by recruiting and nurturing top students, faculty, and staff passionate about learning, advancing human knowledge, and making high-impact contributions to society. Texas A&M Engineering provides an outstanding benefits package including but not limited to:
- Competitive medical insurance benefits through Blue Cross and Blue Shield of Texas and Prescription coverage by Express Scripts.
- Options for Vision, Dental, Life, and Long-Term Disability insurance.
- A defined benefit retirement plan with the Teacher Retirement System of Texas (TRS) with 8.25% employer contribution.
- Additional Voluntary Retirement Programs: Tax Deferred Account 403(b) and a Deferred Compensation Program 457(b).
- Flexible spending account options for medical and childcare expenses.
- Generous paid time off with holidays, vacation and sick leave.
- Robust free training access through LinkedIn Learning plus professional development opportunities.
- Tuition assistance and Educational release time to further your academic pursuits.
- Access to Engineer Your Wellness programs that provide opportunities for employees to engage in health and fitness.
- Wellness release time offered to employees to promote work/life balance.
Recruit and retain high-performing workforce through competitive compensation and career development including career pathing, coaching and skills development. Offer total rewards, flexible benefits, professional development, performance recognition and work-life balance. Ensure resources are readily available and utilized to attract and retain the highest quality researchers, faculty, and staff.
If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present original and unexpired documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in delay of start date. All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.
At Texas A&M Engineering, our employees are meeting new challenges every day. Through partnerships with industries, communities and academic institutions, the Texas A&M College of Engineering and the Texas A&M Engineering Experiment Station (TEES) work to enrich the lives of residents of the State of Texas, the United States and the World. Texas A&M Engineering staff and faculty members strive to uphold the university's core values of Respect, Excellence, Leadership, Loyalty, Integrity and Selfless Service while working to fulfill the program’s efforts to transform engineering education.
About Texas A&M University College of Engineering
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