Administrative Support Manager - Office of Technology Transfer

Position Specifications

The Office of Technology Transfer (OTT) seeks candidates for the role of Administrative Support Manager (Manager level). This position reports to the Associate Vice President for Research and the Director of OTT and supports the transfer of Penn State technologies to the marketplace.

• Oversee office budget income and expenditures, including depositing checks, approving and reconciling financial transactions, preparing monthly budget reports, and preparing/analyzing the department's annual operating budget with year‑end projections and a two‑year budget plan.
• Assist with tasks involving confidential materials related to salaries, budget, and sensitive issues.
• Manage, supervise, and develop an administrative support assistant.
• Serve as key/card swipe custodian for OTT.
• Submit Hire Exception Requests, draft job advertisements, job requisitions, and job descriptions in Work Day; onboard and offboard OTT's new hires and exiting staff.
• Compile and provide data for technology disclosures, license agreements, patent filings, licensing revenue, patent expenses, and reimbursements for mid‑year and annual reports, including the AUTM annual survey; report data on both a calendar‑year and fiscal‑year basis.
• Update and maintain databases on all start‑up companies and companies in which Penn State Research Foundation (PSRF) holds equity; obtain necessary signatures for equity approval.
• Monitor PSRF funds and submit requests to expand or transfer funds as needed.
• Serve as Assistant Secretary to PSRF, coordinating its Board meetings, developing agendas and meeting scripts, ordering meals/refreshments, taking minutes, processing travel reimbursements, maintaining board records, and drafting communications and resolutions.
  • Coordinate Fall and Spring in‑person Board meetings and Summer and Winter conference calls (via Zoom).
  • Develop agendas and “scripts,” order meals/refreshments, take minutes, and process travel reimbursements.
  • Maintain records of Board membership, committee memberships, officers, minutes, communications, and resolutions.
  • Answer questions regarding bylaws, resolutions, and past practices.
  • Maintain and organize the PSRF Board Portal.
  • Draft resolutions, email communications, memos, and letters, including letters to prospective and new Board members, and authorization memos for PSRF signature authority and check requests.
  • Provide committee support for PSRF sub‑committees:
    Governance and Nominating, Strategic Directions, and Finance and Investment committees.
• Other duties as assigned.

Excellent leadership, communication, and management skills related to supervision, confidential and sensitive activities, and financial matters. Ability to work with assigned staff to establish workplace norms of excellence, diversity, and customer service. High capacity to learn.

Experience with SIMBA, SAP Concur, Work Day, SharePoint, PowerPoint, Excel, and Access; other database management preferred.

Bachelor’s Degree with 8+ years of relevant experience, including 3+ years of supervisory experience. Equivalent combinations of education and experience accepted. Required certifications:
None.

Employment will require successful completion of background check(s) in accordance with University policies. Applicants must be authorized to work in the U.S.;
Penn State does not sponsor visas.

Salary range: $51,000.00 - $74,000.00. Penn State provides a competitive benefits package for full‑time employees, including medical, dental, vision, retirement plans, paid time off (holidays, vacation, sick time), and a 75% tuition discount for employees and eligible spouses and children.

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.