Program Management Specialist

JR101309 Program Management Specialist (Open)

Department:
Grants & Contracts, PM

Open Date: 03-01-2026

Position Type:
Full Time

Salary: $53,764 - $63,764

To provide comprehensive programmatic and administrative support to the Division of Research and Innovation by ensuring the efficient operation of divisional activities, initiatives, and resources. This position supports the Vice President for Research and Innovation in advancing the University’s research mission through office management, budget and data coordination, policy and process development, and the facilitation of training, workshops, and events. The role is designed to strengthen organizational effectiveness, enhance communication across internal and external stakeholders, and promote a culture of service, accountability, and compliance within the Division.

• Provides office management support to the Vice President of Research and Innovation (VPRI).
• Manages the calendar and schedules appointments and other events for the VPRI.
• Ensures supplies are well stocked and equipment in the divisional office is maintained continuously.
• Schedules and attends divisional meetings; takes and distributes summary notes to all attendees.
• Maintains and updates calendar for the VPRI.
• Assists with special projects and programs run by the office.
• Manages and updates pertinent policies, procedures, workflows and processes in manuals and handbooks associated with the Division of Research and Innovation.
• Responds to office inquiries from internal and external constituents.
• Maintains a staff training schedule and works closely with the VPRI to ensure all staff are adequately trained.
• Provides a high level of service and delivery to faculty and staff.
• Works with other office personnel to coordinate and implement various training sessions, workshops and other events, handbooks and office communications such as newsletters, website resources, etc.
• Manages and tracks mail (hard copy and email) and responds to moderately complex inquiries including status requests from PIs and project teams, directing them to the appropriate office and person.
• Provides event planning support including logistics and project management support.
• Makes referrals to pertinent staff, academic departments and others upon request.
• Maintains manual and automated record-keeping filing systems for mail and other office records.
• Sorts and files documents; operates office equipment such as computers, calculators, facsimile machines and photocopiers and works with vendors to ensure equipment is timely and properly maintained.
• Collects, compiles, and analyzes pertinent data for internal and external reporting purposes.
• Develops and processes requisitions, budget forms, travel requests and reimbursements, and other documents for the office and maintains spreadsheets and documentation on various divisional activities.
• Provides oversight of divisional budgets and expenditures ensuring VPRI approval.
• Arranges and manages detailed travel requests, itineraries, reimbursement requests, ensuring all necessary and required documents are collected and approved for meetings for divisional office staff.
• Designs and develops documents such as periodic newsletter and office announcements; assists in collating and maintaining office procedures and the ORSP grants manual.
• Works with office managers and DoIT to develop forms and other documents necessary for the operational functionality of Division of RI.
• Works with various vendors to ensure all software applications and subscriptions used by the Division of RI are maintained, renewed and kept current.
• Reconciles monthly university credit card account(s).
• Performs duties as assigned by the Vice President or designee.

• Experience in an office setting with office support and project management experience.
• Strong writing and oral communication and organization skills; ability to use new technology to increase productivity for the office.
• Ability to work independently with a strong work ethic and to interact with all levels of staff, faculty, administrators and external constituents.
• Ability to proofread and edit…