Administrative Supervisor - Office of Technology Transfer

POSITION SPECIFICS

The Office of Technology Transfer (OTT) seeks an experienced and highly organized Administrative Supervisor (Adminstrative Assistant - Supervisor level) to support the administrative and financial operations of a dynamic office dedicated to protecting Penn State's intellectual property, advancing commercialization efforts, and promoting economic development through technology transfer. Reporting to the Associate Vice President for Research and Director of OTT, this position serves as a key operational leader, overseeing office administration, budget management, human resources support, and governance activities for The Penn State Research Foundation (PSRF).

• Serve as the Assistant Secretary to The Penn State Research Foundation (PSRF) by:
• Coordinating Board of Directors meetings and committee activities.
• Preparing agendas, meeting materials, resolutions, minutes, and board communications.
• Managing the PSRF Board Portal and maintaining governance records.
• Supporting board members and leadership on matters related to bylaws, resolutions, and governance practices.
• Assisting with equity approval processes, signature authorizations, fund management, and related administrative activities.
• Monitor and facilitate PSRF fund transfers and related financial requests.

• Manage OTT's operating budget, including financial transactions, reconciliations, budget reporting, forecasting, and annual budget planning.
• Prepare and analyze monthly and annual financial reports for OTT leadership and University stakeholders.
• Handle confidential information related to budgets, personnel, salaries, and sensitive matters.
• Serve as the office key/card access custodian.

• Compile, analyze, and report data related to technology disclosures, licensing activity, patents, revenues, and expenses.
• Prepare internal reports and coordinate submission of the annual Association of University Technology Managers (AUTM) survey.
• Maintain records related to startup companies and equity holdings managed through The Penn State Research Foundation.

• Supervise and support administrative staff.
• Coordinate hiring activities, including Hire Exception Requests, job postings, job requisitions, and search support.
• Manage onboarding and offboarding processes for staff.

• Support special projects and perform other duties as assigned based on the needs of the unit, which are within the scope of the role.

• Strong leadership, organizational, and project management skills.
• Experience managing budgets, financial reporting, and administrative operations.
• Ability to handle confidential and sensitive information with discretion.
• Excellent written and verbal communication skills.
• Strong customer-service orientation and commitment to operational excellence.
• Ability to manage multiple priorities and work collaboratively across stakeholder groups.
• A demonstrated ability to learn new systems, processes, and subject matter quickly.

• Experience with SIMBA
• Experience with SAP Concur
• Experience with Workday
• Experience with Share Point
• Experience with Microsoft Excel
• Experience with Power Point
• Experience with Access
• Experience with Database management and reporting systems

• This is an in-person role and will operate out of the University Park campus.
• Approval of remote and hybrid work is not guaranteed regardless of work location.

• Associate Degree 4+ years of relevant experience; or an equivalent combination of education and experience accepted
• Required
  
  Certifications:
  
  None

Employmen…