Program Specialist II, III

Summary

Program Specialist II, III

Agency: Texas A&M Engineering

Department: Mechanical Engineering

Proposed Minimum Salary: Commensurate

Job Location: College Station, Texas

Job Type: Staff

Purpose:

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.

Qualifications:

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.

Well-qualified candidates would possess the following for a Program Specialist II:

• 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.

Well-qualified candidates would possess the following for a Program Specialist III:

• 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.

Work Location:

• Main Campus – College Station, TX.

About Mechanical Engineering

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.

Helpful Applicant Information

Required Materials for Application:

• Resume/CV
• Three work references with their contact information; at least one reference should be from a supervisor/former supervisor.
• Letter of interest (dependent upon position)

Applications received by Texas A&M Engineering must have all required job application data entered.

Failure to provide all job application data could result in an invalid submission and a rejected application.

Compensation Philosophy:

• 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.

Employment Eligibility Verification:

• 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.

Equal Opportunity/Veterans/Disability Employer.

Job Description

Program Specialist II, III

Agency: Texas A&M Engineering

Department: Mechanical Engineering

Proposed Minimum Salary: Commensurate

Job Location: College Station, Texas

Job Type: Staff

Purpose:

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.

Qualifications:

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.

Well-qualified candidates would possess the following for a Program Specialist II:

• 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.

Well-qualified candidates would possess the following for a Program Specialist III:

• 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.

Work Location:

• Main Campus – College Station, TX.

About Mechanical Engineering

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.

Helpful Applicant Information

Required Materials for Application:

• Resume/CV
• Three work references with their contact information; at least one reference should be from a supervisor/former supervisor.
• Letter of interest (dependent upon position)

Applications received by Texas A&M Engineering must have all required job application data entered.

Failure to provide all job application data could result in an invalid submission and a rejected application.

Compensation Philosophy:

• 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.

Employment Eligibility Verification:

• 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.

Equal Opportunity/Veterans/Disability Employer.