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:

– Senior Supervisor

Base Description:

– Supervises direct reports, but primarily completes activities, tasks, and/or projects of a functional nature.

Level Summary:

– Demonstrates comprehensive knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. May demonstrate subject matter expertise. Demonstrates intermediate to advanced planning, organizing, directing, and facilitating skills. Demonstrates the ability to coach assigned employees. Assigns and reviews completed work to verify accuracy, quality, and adherence to professional standards. Trains, coaches, mentors, and motivates staff. Anticipates potential problems, issues, and opportunities; researches and recommends solutions within defined policies. May develop creative recommendations for solving problems.

Supervisory Responsibilities:

– Typically oversees at least 2 full–time direct reports or equivalent team of part–time and/or student workers (for Professional track, performs work at the Senior Professional level or higher)

Fiscal Responsibilities:

– May validate and pay invoices
– Monitors and tracks budgets for specific area and/or grant(s)
– May assist in planning and forecasting budgets

Problem Solving:

– Encounters moderately complex problems
– Applies general precedents and practices and specialized knowledge and skills to resolve problems
– Understands benefits, limitations and impact of potential solutions
– Anticipates potential problems and recommends possible solutions within general guidelines

Independence of Action:

– Works independently on moderately complex work assignments, reviews progress, and evaluates results
– Organizes work of direct reports and sets team priorities
– Reviews the work of others to verify accuracy, quality, and adherence to professional standards

Communication and Collaboration:

– Communicates internally within working unit and the University
– Communicates with external audiences for scheduling/coordination
– May communicate with external audiences for business purposes
– Collaborates closely with team members; may interact with other staff outside of area
– Utilizes a communication style that is appropriate for a given situation
– Interprets and communicates information, ideas and instructions clearly, accurately and persuasively both verbally and in written materials intended for distribution

• Comp Grade – 11
• Minimum – $68,200.00
• MidPoint – $85,200.00
• Maximum – $102,300.00

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