Administrative Supervisor

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).

Key Responsibilities

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.

Financial and Administrative Operations

• 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.

Data Management and Reporting

• 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.

Human Resources and Staff Support

• 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.

Additional Responsibilities

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

Required Skills and Experience

• 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.

Preferred Qualifications

Experience with one or more of the following is preferred: SIMBA, SAP Concur, Workday, SharePoint, Microsoft Excel, PowerPoint, and Access, Database management and reporting systems

Work Arrangement: This is an in-person role and will operate out of the University Park campus.

This role is ideal for a detail-oriented professional who enjoys balancing financial oversight, operational management, and executive-level administrative support in a mission-driven environment.