Research Operations Specialist - Penn State Cancer Institute

APPLICATION INSTRUCTIONS:

• CURRENT PENN STATE EMPLOYEE (faculty, staff, technical service, or student), please login to Workday to complete the internal application process. Please do not apply here, apply internally through Workday.

• CURRENT PENN STATE STUDENT (not employed previously at the university) and seeking employment with Penn State, please login to Workday to complete the student application process. Please do not apply here, apply internally through Workday.

• If you are NOT a current employee or student, please click “Apply” and complete the application process for external applicants.

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

This position is funded for 1 year(s); continuation past 1 year(s) will be based on university need, performance, and/or availability of funding.

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POSITION SPECIFICS​

The Penn State College of Medicine is seeking a Research Operations Specialist in the Penn State Cancer Institute in Hershey, PA.

The Research Operations Specialist position provides administration, planning, and research operational support across multiple functions within the Penn State Cancer Institute (PSCI), including direct support to the PSCI Director. Serve as the marketing and communications lead for PSCI Administration. The role further provides programmatic assistance to the Associate Director for Population Sciences / Associate Director for Community Outreach and Engagement and Cancer Control Program. This role serves as a primary liaison between PSCI, Penn State University (PSU), Penn State College of Medicine (COM), Penn State Health (PSH), Milton S. Hershey Medical Center (MSHMC) and external leadership and consultants. Responsibilities include managing and resolving inquiries, ensuring compliance with unit and University policies and procedures. Independently lead special projects, including those that are confidential or time sensitive. This position supports core PSCI operations by contributing to the Cancer Center Support Grant (CCSG) activities and assisting with PSCI events.

Management and Operational Support to PSCI Director

• Efficiently manage the Director’s calendar, including scheduling meetings, appointments, and travel arrangements. Prioritize and coordinate conflicting commitments to optimize the Director’s time.

• Handle incoming communication, including emails, phone calls, and written correspondence. Draft and edit correspondence on behalf of the Director, ensuring accuracy and professionalism.

• Coordinate meetings and briefings, including agenda preparation, attendance tracking, meeting minutes, and logistical arrangements. Provide necessary materials and ensure the Director is adequately prepared for all engagements.

• Arrange domestic and international travel for the Director and accompanying staff. Coordinate transportation, accommodations, visas, and other logistics to ensure smooth and efficient travel experiences.

• Maintain organized records and files, both physical and digital, related to the Director’s activities, initiatives, and correspondence Ensuring information is easily accessible and secure.

• Assist in the planning and execution of official events, ceremonies, and functions involving the Director. Coordinate with internal staff, external partners, and vendors to ensure successful outcomes.

• Serve as a primary point of contact for internal and external stakeholders seeking access to the Director. Represent the Director’s office with professionalism and diplomacy in interactions with government officials, business leaders, and the public.

• Handle sensitive information with the utmost confidentiality and discretion. Maintain strict confidentiality protocols and exercise sound judgment in all communications and interactions.

Marketing and Communications Lead

• Manage project websites, coordinate dissemination of research activities, and facilitate effective communication of research outcomes.

• Lead the coordination and production of the PSCI website and newsletter, distributed across multiple Penn State campuses. Develop timelines and content plans aligned with program priorities and institutional messaging. Collaborate with faculty, staff, and leadership to solicit, gather, and curate relevant content, including research highlights, program updates, events, campaigns, and announcements.

• Oversee writing, editing, and formatting to ensure clarity, consistency, and adherence to PSCI standards. Manage layout and design elements to create a visually engaging and user-friendly publication.

• Maintain distribution lists and oversee dissemination through appropriate channels. Identify opportunities to enhance reach, consistency, and impact of communications across campuses.

Support for PSCI Leadership

• Participate in data collection, data management, and the preparation of reports, presentations, and materials for leadership, external organizations, funding agencies, and the broader research community

• Provide comprehensive administrative coordination to the Associate Director for Population Sciences Cancer Control Program.

• Manage complex scheduling across dual-campus locations and coordinate meetings with internal and external stakeholders.

• Plan and organize conferences, seminars, and retreats.

• Ensure fiscal deadlines are met, and process financial transactions in multiple university accounting systems.

COM PSCI Human Resources

• Assist in the coordination of HR activities for COM PSCI labs, including recruitment, reappointments, and visa processes.

• Serve as a key liaison between lab leadership and HR partners to address personnel needs.

• Monitor workflows to ensure timely, accurate processing of requests and maintain compliance with university policies.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Bachelor's Degree
3+ years of relevant experience; or an equivalent combination of education and experience accepted
Required Certifications:
None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $65,508.00 - $94,980.00.

Salary Structure - Information on Penn State's salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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