OTCNVD Administrative Coordinator

General Summary of Position:

Provides administrative support to the departments of the Office of Technology Commercialization and New Venture Development.

1. Administrative & Event Support:

• Coordinate meetings calls travel and calendar management for staff and leadership.
• Plan and execute events such as investor meetings faculty training sessions and commercialization workshops.
• Manage correspondence reports and presentations using MS Office and Google Workspace.
• Serve as the primary contact for visitors partners and stakeholders.
• Maintain records documentation and expense tracking; process reimbursements.

2. Financial & Budget Support:

• Track and manage departmental budgets purchase orders invoices and reimbursements through university systems (BuyWays PeopleSoft Summit).
• Support financial tracking for grants startups and licensing revenue.
• Handle consultant and intern contracts invoice payments and related reporting.

3. Legal Expense Management:

• Oversee law firm invoice processing via Wellspring software.
• Verify billing accuracy monitor payments and prepare reports on patent and legal expenses.

4. Communications & Digital Engagement:

• Update and maintain OTC/NVD websites LinkedIn and newsletters.
• Promote events and initiatives online and support stakeholder engagement through CRM tools.

5. Grants Contracts & Agreement Management:

• Maintain and coordinate grant and contract documentation.
• Track participation agreements and expense records related to sponsored projects.

6. Special Projects & Program Support:

• Assist with innovation programs pitch events accelerator logistics and site visits.
• Support data collection scheduling and reporting for initiatives like the River Hawk Venture Fund and federally funded programs (e.g. I-Corps NIH REACH).

Minimum Qualifications (Required):

• High School Diploma/GED or equivalent required.
• Minimum 5-7 years of administrative experience preferably in higher education legal administration research or technology transfer settings.
• Proficiency in Microsoft Office and collaboration platforms (e.g. Slack Zoom Google Drive).
• Strong written and verbal communication skills.
• Familiarity with university systems such as BuyWays PeopleSoft and Summit preferred.
• Ability to manage multiple priorities with attention to detail and discretion.
• Understanding of intellectual property contracts and university research policies is a plus.

Additional Considerations:

• Ability to travel for short business trips Ability and willingness to work some early mornings evenings and weekend days.

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period.

This is an SEIU 888 Professional Union position Grade P16. Range minimum: $th quartile $67879 and midpoint $76085.

Initial review of applications will begin immediately and continue until the position is filled. However the position may close when an adequate number of qualified applications is received.

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.