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:

– Supervisor

Base Description:

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

Level Summary:

– Demonstrates appropriate knowledge to perform own work; spends majority of time on tasks related to own job responsibilities. Demonstrates baseline planning, organizing, directing, and facilitating skills. Reviews completed work of others to verify accuracy and quality. Follows recommended approaches to assigned work. Supervises assigned staff and coordinates routine work activities. Monitors employee interactions and facilitates a productive working environment. Communicates instructions and policies in a consistent, effective and timely manner. Identifies and addresses concerns appropriately. Makes recommendations for possible solutions.

Supervisory Responsibilities:

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

Fiscal Responsibilities:

– May validate and pay invoices
– May monitor/track budgets for specific area and/or grant(s)

Problem Solving:

– Encounters generally routine problems with progressively more complex and/or varied problems
– Typically follows standard operating procedures to resolve problems
– May apply specialized knowledge and skills to resolve complex and/or varied problems
– Applies proven and tries new approaches when solving problems

Independence of Action:

– Works with minimal supervision on difficult work assignments, conferring with manager on unusual matters
– Follows precedents and procedures
– Organizes work of direct reports and may set priorities within general guidelines established by manager
– Reviews the work of others to verify accuracy, quality, and conformance to required procedures and special instructions

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 and accurately both verbally and in written materials

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

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