Administrative Support Manager - Office of Technology Transfer

Location: University Park

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.

POSITION SPECIFICS

The Office of Technology Transfer (OTT) seeks candidates for the role of Administrative Support Manager (Manager level). The mission of OTT is to protect Penn State's intellectual property (IP), identify its commercial potential, and stimulate economic development through the transfer of Penn State technologies to the marketplace. This position reports to the Associate Vice President for Research and the Director of OTT.

Responsibilities:
The main responsibilities of this role include the following:

* Oversee office budget income and expenditures to include depositing checks, approving and reconciling financial transactions, preparing monthly budget reports, and preparing/analyzing the department's annual operating budget, including year-end budget projections and a two-year budget plan for submission to the OTT Director, the Office of the Senior Vice President for Research, and the Financial Officer.

* Assist with tasks involving confidential materials related to salaries, budget, and sensitive issues.

* Manage an administrative support assistant

* Serve as key/card swipe custodian for OTT.

* Supervise an administrative support assistant.

* Submit Hire Exception Requests to fill OTT's vacant positions, draft job ads, draft JRWs, and submit job requisitions in Work Day. Provide other admin support as needed for OTT job searches. Onboard and offboard OTT's new hires and exiting staff.

* Compile and provide data relating to technology disclosures received, licenses and options executed, patent applications filed, patents issued, licensing revenue, patent expenses and reimbursements, etc., for both mid-year and annual reports, including submission of the Association of University Technology Managers (AUTM) annual survey. Data is reported both on a calendar year basis and a fiscal year basis.

* Update and maintain databases on all start-up companies and companies in which The Penn State Research Foundation (PSRF) holds equity. Obtain signatures from the Senior Vice President for Research, the Senior Vice President for Finance and Business, and the Associate Vice President for Budget and Finance as part of the equity approval process for PSRF to take equity in companies per terms of license agreements.

* Monitor PSRF funds and submit requests to expand and/or transfer funds as needed.

* Serve as Assistant Secretary to The Penn State Research Foundation (PSRF), a subsidiary of the Corporation for Penn State. Responsibilities relating to this role include the following:

* Coordinate the Fall and Spring in-person PSRF Board meetings and Summer and Winter conference calls (via Zoom), and others as needed.

* Develop agendas and meeting "scripts," order meals/refreshments, take minutes, and process travel reimbursements for the Board of Directors.

* Maintain records of Board membership, committees' memberships, officers, minutes, communications, resolutions passed, etc.

* Answer questions and provide information to the Board of Directors and Officers as needed regarding Bylaws, Resolutions, past practices, etc.

* Maintain and organize the PSRF Board Portal.

* Draft resolutions, email communications, memos, and letters, including letters to prospective Board members and new Board members, and authorization memos for PSRF signature authority and PSRF check requests.

* Committee Support for PSRF sub-committees:
Governance and Nominating, Strategic Directions, and the Finance and Investment committees.

* Other duties as assigned.

Skills and Experience:

The successful candidate must have excellent leadership, communication, and management skills related to supervision, confidential and sensitive activities, and financial matters, along with the ability to work with assigned staff to establish workplace norms of excellence, diversity, and customer service. The successful candidate must also have a high capacity to learn.

Preferred Experience:

Experience in SIMBA, SAP Concur, Work Day, SharePoint, PowerPoint, Excel, and Access and/or other database management is preferred.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Bachelor's Degree
8+ years of relevant experience, includes 3+ years of supervisory experience; or an equivalent combination of…