Part-Time Administrative Associate

Job Description

REQUIREMENTS

• Associate or bachelor’s degree in business administration, communications, or related field and four years of administrative experience, or combination of education and relevant experience; experience in higher education, research administration, law firms (IP and contracts), or technology transfer offices preferred.
• Advanced computer skills and demonstrated experience with Microsoft Office, Google Suite and common scheduling/virtual meeting platforms (Zoom/Bookings).
• Demonstrated success in following through and completing projects.
• Excellent organizational skills and attention to detail.
• Strong verbal and written communication skills.
• Excellent customer service and interpersonal skills.
• Ability to prioritize competing tasks.
• Ability to take initiative and ownership of projects.
• Ability to work both independently and collaboratively.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Comfortable managing interruptions while maintaining accuracy.

RESPONSIBILITIES

• Coordinate individual and group calendars for licensing staff, researchers, internal offices and industry partners.
• Schedule, prepare agendas, distribute materials, and take/track action items for meetings (in-person and virtual).
• Book rooms, A/V, catering, and visitor arrangements; manage video-conferencing links and recordings.
• Maintain and organize files related to invention disclosures, licensing, NDAs/MTAs, and other documentation per office procedures.
• Assist with data entry and upkeep of the office’s database systems (e.g., 4D, Ironclad, SeRA).
• Prepare routine correspondence, reports, SOPs, spreadsheets, slide decks, and summaries for internal and external use.
• Track deadlines, renewals, invoices, and reimbursements; coordinate workflow to ensure timely follow-through.
• Serve as a primary point of contact for routine inquiries from faculty, students, internal offices and industry partners.
• Draft and send standard emails, confirmations, and reminders; distribute externally facing materials as directed.
• Facilitate communication between tech transfer staff, legal counsel, finance, and research departments.
• Maintain electronic filing systems to ensure document security and easy retrieval.
• Assist in developing and documenting administrative procedures and templates.
• Support events, training sessions, and outreach activities related to commercialization.

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