Program Specialist - Research Administration

Veterans Health Administration; West Haven (CT); On-site; USD 88,000 - 114,000; Full time

Job summary

Veterans Health Administration in West Haven, CT seeks a Program Specialist - Research Administration to support the Research Service at VACHS. You will work under the Supervisory Administrative Officer to manage administrative and operational functions.

The role requires residency within commutable distance and is not a virtual position. The position includes IPA/WOC/contracting coordination, onboarding, data reporting, and process improvements to enhance research administration.

Qualifications

• Transcript required for education qualifications.
• Foreign education must include a foreign equivalency certificate for credit.
• A valid security clearance is required.

Responsibilities

• Manages WOC, IPA, and Contracted Personnel appointments under the direction of the AO.
• Coordinate with affiliate universities to collect IPA documents and verify funding.
• Onboard non-VA paid employees and contractors; produce management reports and SOPs.
• Maintain tracking systems and analyze administrative data for improvements.
• Coordinate and track research agreements with internal and external entities; prepare newsletters.

Job description

Program Specialist - Research Administration

• Department: Department of Veterans Affairs

Employee will be assigned to Research Service, VA Connecticut Healthcare System, West Haven, CT under the direction of the Supervisory Administrative Officer (AO). The purpose of this position is to work with the AO to manage the administrative and operational functions of the Research Service at VA Connecticut Healthcare System (VACHS).

Key Responsibilities

***THIS IS NOT A VIRTUAL POSITION, YOU MUST LIVE WITHIN OR BE WILLING TO RELOCATE WITHIN A COMMUTABLE DISTANCE OF THE DUTY LOCATION*** Manages Without Compensation (WOC), Interagency Personnel Agreements (IPA), and Contracted Personnel appointments at the direction of the AO. Reviews the work of program support specialists who prepare non-VA paid appointment documentation for accuracy and completeness before submission to HR for processing.

Coordinates with affiliate universities to collect and ensure accuracy of VA IPA documents as needed. This includes new, extension, modification, and termination actions. Verifies availability of funding for IPA agreements at the direction of the AO. Directs Research Service new employee orientation for non-VA paid employees. Onboards contractors through the appropriate approved methods at the direction of the AO.

Produces management reports from various sources, analyzes and distributes findings to research and medical center officials; and produces reports from existing databases. Creates and implements methods for administrative data retrieval and assessment. Provides training and troubleshooting for staff in administrative and business processes.

Analyzes databases and systems for consistency, errors, and patterns; and verifies that administrative data confers to the quality requirements. Maintains a comprehensive tracking system for all VA appointed personnel. Analyzes management methods to enhance organizational effectiveness, implements improvements in administration based on internal reviews, and collaborates with management to resolve issues and recommend solutions for overall departmental improvement.

Oversees the development, coordination and tracking of various agreements with research personnel, internal departments, affiliated academic institutions, with the affiliated research non-profit, and with pharmaceutical companies. Ensures all records are maintained and destroyed in accordance with policies. Writes, edits, and distributes newsletters and other materials to inform and engage audiences.

Maintains and updates SharePoint sites with newsletters, standard operating procedures (SOPs), and operational memos for easy access by the research community. Assists in the coordination of events for the department such as research seminars, research town halls, and the national annual VA Research Week event. Performs other related duties as assigned. Work Schedule: Monday - Friday, 8:00am - 4:30pm.

Recruitment & Relocation Incentives: Not authorized Telework: This position may be authorized for Ad-hoc telework. Telework eligibility will be discussed during the interview process.

Requirements & Education

IMPORTANT: A transcript must be submitted with your application if you are basing all or part of your qualifications on education. NOTE: Only education or degrees recognized by the U.S. Department of Education from accredited colleges, universities, schools, or institutions may be used to qualify for Federal employment. You can verify your education here: http://ope.ed.gov/accreditation/.

If you are using foreign education to meet qualification requirements, you must send a Certificate of Foreign Equivalency with your transcript in order to receive credit for that education. For further information, visit: https://sites.ed.gov/international/recognition-of-foreign-qualifications/.

Which agency is hiring for this position?

This position is with Veterans Health Administration, Department of Veterans Affairs.

What is the salary for this position?

The posted pay range is $88005 – $114413/yr.

What security clearance is required?

This position requires a Other security clearance.

What is the application deadline?

Applications close on 2026-10-20.

Who is eligible to apply?

This position is open under the 'Public' hiring path.