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:

– Professional

Base Description:

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

Level Summary:

– Demonstrates baseline working knowledge of routine work tasks. Follows the standard principles and practices. Acts under direct and frequent supervision using established procedures with detailed instructions. Participates as a team member and actively contributes to completion of team goals. Clearly communicates information.

Supervisory Responsibilities:

– None

Fiscal Responsibilities:

– Typically none

Problem Solving:

– Encounters routine problems
– Follows recommended course of action and procedures to resolve problems

Independence of Action:

– Work is closely monitored by supervisor
– Detailed instructions and procedures are provided
– Applies standard operating procedures with limited guidelines for deviation

Communication and Collaboration:

– Typically communicates internally within working unit
– Collaborates closely with team members
– Clearly communicates information, ideas, or instructions verbally and in writing

• Comp Grade – 7
• Minimum – $49,188.00
• MidPoint – $60,216.00
• Maximum – $71,340.00

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