Penn State Job Catalog

Additional levels that exist for this job profile can be seen below.
Missing levels within the leveling matrix can be added based on business need.

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, operational, and logistical needs are met to enable high-impact scientific discovery; collaborates with faculty, PIs, institute leadership, and central administrative units; coordinates operational, financial, compliance, award administration, and records processes.

This profile is intended for specialists responsible for operational systems, resources, partnerships, and administrative processes that enable research programs and organizations. Positions assigned to this profile require independent judgment, cross-functional coordination, knowledge of research processes and requirements, and the ability to identify and resolve operational issues that may affect research progress, quality, compliance, or resource utilization.

• Coordinate, facilitate, and administer operational activities in support of research programs, centers, institutes, and laboratories; support the efficient execution of program activities and administrative functions
• Monitor and evaluate research-related schedules, milestones, and deadlines; maintain tracking systems and calendars to support timely completion of program objectives and administrative requirements
• Plan and administer meetings, committees, and research-related events; prepare meeting agendas, materials, and documentation
• Facilitate communication between stakeholders, research teams, and sponsors; disseminate operational updates, procedural guidance, deadlines, and policy changes
• Review, prepare, and maintain research records, reports, and documentation to ensure accuracy and compliance with institutional, regulatory, and sponsor requirements; serve as a resource and adviser for compliance activities
• Maintain databases, tracking systems, and records; review and verify data; and provide information to leadership to support decision-making and long-range planning efforts
• Develop and implement outreach, education, and engagement activities to promote research programs and initiatives; coordinate seminars, workshops, conferences, and research program events
• Evaluate operational workflows, identify inefficiencies, recommend and implement process improvements, and contribute to the development of standard operating procedures and best practices
• Assist faculty/PIs with proposal development and submission activities; prepare award budgets, evaluate sponsor requirements, eligibility criteria, and submission guidelines; facilitate institutional approval processes; serve as a liaison with research administration offices
• Collaborate with leadership and project managers to develop forecasts, prepare budget revisions, monitor expenditures, and report on project budgets; administer post-award financial activities; initiate and review transactions related to labor distribution, travel, reimbursements, and other expenditures; monitor designated accounts
• Provide guidance to faculty, investigators, staff, students, sponsors, and central administrative offices regarding research operations, procedures, and processes
• Serve as the point of contact for procurement, equipment purchase orders, and maintenance contracts and agreements; ensure government property and asset accountability and compliance
• Review, enter, coordinate, and approve appointments, funding distributions, graduate assistant and fellowship appointments
• 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 – $65,508.00
• MidPoint – $80,244.00
• Maximum – $94,980.00

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