"Research Program Specialist (COE)"

Research Program Specialist (COE)

Company: Villanova University

Job Location: Villanova, 19085

Category: Sponsored Programs, Grants, and Contracts

Type: Full-Time

Posting Number: 20260008S

Location: Villanova, PA

Work Schedule: full-time/12-months

Department: 201-Dean-Engineering

Position Summary

Why work at Villanova?

• Join a mission-driven organization. Since Villanova University's founding in 1842, we have been inspired by the values of truth, unity, and love, and are a community dedicated to service to others.
• Villanova has been included among the nation's best colleges and universities. VU's inclusion again in U.S. News & World Report's 2025 "Best Colleges" rankings is another indication of the University's continued prominence and forward momentum.
• Villanova's most precious asset is our people. As an employee, you will receive a holistic benefits package, generous paid time off, a competitive retirement savings plan, flexible work options, wellness programs including gym membership, professional development, tuition assistance, and more.

The Research Program Specialist in the office of Research & Innovation plays a key research administrative role in supporting the College's research community. This position involves managing pre-award submissions, coordinating research programs, and overseeing administrative operations. The Research Program Specialist provides high-level support to the Associate Dean and Director of Research & Innovation, handling data compilation, file maintenance, and ensuring compliance with all external and internal policies. A core responsibility is independently managing internal submission processes, award activities in a supportive, team-oriented manner to minimize the administrative burden on faculty and leadership. The Research Program Specialist is a vital member of the Research & Innovation team, providing essential support to faculty, postdoctoral students, and staff.

Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University's mission and values.

Duties and Responsibilities

Pre-Award Proposal Support & Coordination

Work closely with College Research Administrator and collaborate to:

• Develop, edit, file, and advise on administrative components of sponsored award proposals including, internal and sponsor-required budgets for simple proposals, justifications, biosketches current/pending and other support required letters,
• Communicate with Principal Investigators on the timeline of the grant preparation and follow up with established deadlines.
• Liaise with external partners in support to the Pre-award Grant Administrator for subaward/subcontract documentation, and any other required documents.
• Support the coordination of large cross colleges proposals.

Communications, Information Review & Data Monitoring

• Disseminate, review, and monitor information received via pre-award and COE research shared emails, files, and resources.
• Assist with collection and monitoring of research data, prepare routine updates and reports to be analyzed by Director and Associate Dean.

Process Management & Program Tracking

• Initiate and manage established processes, procedures, and timeline associated with the on-boarding and extensions for postdoctoral researchers and visiting researchers of the college
• Manage Fee-for-Service process: create invoices, maintain updated records and collaborate with Finance Team and faculty.
• Track and manage internal calls, surveys and registration responses for all programs, grants, and events
• Serve as the primary point of contact for college research programming and activities. This is inclusive of but not limited to: university & college staff, applicants, participants, guests, and attendees of all R&I led events.

Administrative Operations

• Coordinate meetings with Associate Dean and Director regularly to review college's research portfolio, identify challenges, and assist with problem solving.
• Perform advanced administrative support functions.

Other

• Stays current with changes and updates in university and college related to the research administration. Perform and support additional duties and assist with special projects as assigned.

Minimum Qualifications

Formal Education

• Bachelor's degree required

Work Experience

• At least 2 years' experience in higher education, or related administrative experience.

Work Skills (e.g., written and verbal communication skills)

• Requires meticulous attention to detail, superior organizational abilities, and excellent written and verbal communication skills. Must demonstrate a friendly, supportive demeanor and the ability to communicate clearly and professionally within a diverse, multicultural environment.

Specific Job Knowledge (e.g., knowledge of principles and procedures related to field and area) -

• Possessing a thorough understanding of administrative tasks and a proven track record of taking initiative, this professional excels in a fast-paced environment. Ability to leverage strong organizational, problem-solving, and interpersonal skills to manage competing deadlines and priorities effectively, whether working autonomously or as part of a collaborative team.

Equipment Knowledge

• Fluency in Microsoft Office Suite.

Preferred Qualifications

Formal Education

• Business or management degree preferred.

Work Experience

• Pre-award experience preferred.

Physical Requirements and/or Unusual Work Hours

a.) Tools, machinery and equipment used:

• Computer, telephone, copier

Special Message to Applicants

Ignite Your Career at Villanova University!

Whether undergraduate or graduate, faculty or staff, each community member brings with them a wealth of experiences that enrich our University and shift our perspectives. As a part of this community, your work will improve lives and ignite change!

Villanova is a Carnegie-classified doctoral university. From its founding in 1842 to its position today as a nationally recognized leading university, Villanova University has forged a path of academic excellence. The University is in the Philadelphia metropolitan area, home to a large concentration of universities, industries, and government labs.

Please submit your application at: https://jobs.villanova.edu/

Application packages must include:

• Cover Letter
• Curriculum Vitae
• Academic Transcripts
• Names and contact information of three references

The review process will begin immediately and will continue until the position is filled.

Salary Posting Information

This position falls within salaried grade 13 and the range for this position is $51,000-63,800. The final salary will be determined with consideration of several factors including the selected candidate's qualifications, department budget availability, market data, and internal equity.