Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.

The defined natural career progression within or between job profiles.

Research Operations Management

The Research Operations Specialist provides comprehensive support for research operations across multiple disciplines; ensures that administrative, compliance, and logistical needs are met to enable high-impact scientific discovery; works closely with faculty, PIs, institute leadership, and central administrative units; coordinates financial, human resources, compliance, and facility operations, in collaboration with the designated personnel; ensures smooth execution of post‑award processes, infrastructure operations, and aligns institute practices with institutional and sponsor guidelines.

• Manage operating budgets and post-award administration of grants; serve as the unit liaison to the Finance Office of Sponsored Programs to process labor distribution (LD) plans, journal entries, travel and expense reconciliations, account and master data management, purchasing and non-PO invoice payments, and other financial transactions
• Approve financial transactions up to designated threshold; monitor internal orders (IOs), committed funds, cost shares, and training grant accounts
• Forecast spending; estimate to completion / estimate at completion; manage budget revisions and award amendments
• Prepare routine and ad hoc financial reports for institute leadership; maintain dashboards or analysis of trends
• Provide guidance and respond to inquiries from faculty, PIs, staff, students, central offices, and sponsors
• Serve as the point of contact for procurement, equipment purchase orders, and maintenance contracts and agreements; ensure government property / asset accountability and compliance
• Monitor usage billing, cost recovery, and rates, consistent with institutional policies
• Collaborate with appropriate personnel to ensure shared facilities are compliant with regulatory, financial, safety, and maintenance protocols
• Review, enter, and approve appointments and human resources changes; coordinate with Graduate Programs Office for graduate assistant and fellowship co-funding arrangements; maintain records of co-hires, seed grants, fellowship commitments, etc.
• Serve as resource and adviser for regulatory compliance (sponsor regulations, institutional policy, audits)
• Ensure documentation is prepared and maintained for audit readiness
• Keep up to date on policies related to human/animal subjects, export controls, conflict of interest, etc. (if applicable)
• Identify and implement improvements in workflows, policies, or processes to increase efficiency, transparency, or compliance
• Contribute to the development and refinement of standard operating procedures (SOPs) related to research operations
• Participate or lead institute committees/working groups as necessary
• Facilitate communication among stakeholders to ensure clarity of expectations and timely processing of research transactions
• Communicate operational updates, deadlines, and policy changes to research staff and stakeholders
• May assist faculty/PIs with proposal development, including budget preparation; review sponsor eligibility, terms, and deliverables; ensure institutional and sponsor compliance before award submission
• May supervise staff members, including hiring, development, and performance management

Level:

– Advanced Professional

Base Description:

– Completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates proficient and comprehensive knowledge of defined skill areas/applications. Applies knowledge of principles, practices, and procedures of a particular field to decision-making and problem–solving. Works under minimum supervision on varied and sometimes difficult work assignments, conferring with supervisor or subject matter experts on unusual matters. May lead others or a team in completion of complex assignments. Interprets and communicates information clearly, accurately, and persuasively. Researches and tries new approaches when solving difficult or novel problems.

Supervisory Responsibilities:

– Indirect supervisor or mentor for other full–time employees
– May serve as direct supervisor for part–time, student, and/or temporary workers, volunteers, or a full–time employee

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets and funding

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows recommended course of action and procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems, with supervisor oversight
– Researches and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on more difficult work assignments, conferring with supervisor on unusual matters
– Follows precedents and procedures
– May set priorities and organize work within general guidelines established by supervisor

Communication and Collaboration:

– Communicates internally and externally within working unit and the University
– May communicate with external audiences for business purposes
– Promotes open communication in a manner that builds relationships among team members
– Applies appropriate strategies for managing conflict; negotiate reasonable compromises; propose and evaluate possible solutions
– Interprets and communicates information, ideas and instructions clearly, accurately and persuasively both verbally and in written materials intended for distribution

• Comp Grade – 10
• Minimum – $61,800.00
• MidPoint – $75,700.00
• Maximum – $89,600.00

• Auditing
• Budgeting
• ERP Software
• Financial analysis
• Forecasting
• Mentoring
• Policy implementation
• Process improvement
• Records management
• Regulatory compliance
• Research administration
• Stakeholder engagement
• Trend analysis