Administrative Supervisor - Office of Technology Transfer

Penn State University; University Park (IL); On-site; USD 49,000 - 71,000; Full time

Benefits offered by this job

75% tuition discount

Comprehensive benefits package

Job summary

Penn State University in University Park seeks an Administrative Supervisor to oversee OTT and PSRF administrative and financial operations. This leader coordinates budgets, HR support, governance activities, and executive-level administrative functions to safeguard intellectual property and advance commercialization.

You will supervise administrative staff, support hiring, manage onboarding, and ensure compliance with university policies while handling confidential information and reporting

Qualifications

• Associate degree and 4+ years of relevant experience.
• Ability to manage budgets, financial reporting, and governance-related tasks.
• Demonstrated discretion handling confidential information.
• Excellent written and verbal communication skills.
• Strong leadership and project management capabilities.

Responsibilities

• Coordinate PSRF board meetings, agendas, materials, resolutions, minutes, and communications.
• Manage OTT operating budget, reconciliations, reporting, forecasting, and annual planning.
• Support HR activities, onboarding/offboarding, and staff supervision.
• Oversee governance records, board portal, and bylaws/compliance matters.
• Prepare internal financial/research operation reports for leadership.
• Support equity approvals, fund management, and related administrative tasks.

Skills

Leadership

Budget management

Administrative operations

Communication

Discretion with confidential info

Project management

Collaboration

Multitasking

Education

Associate Degree

Tools

SIMBA

SAP Concur

Workday

SharePoint

Microsoft Excel

PowerPoint

Access

Job description

POSITION SPECIFICS

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.

MINIMUM EDUCATION, WORK EXPERIENCE & REQUIRED CERTIFICATIONS

Associate Degree4+ years of relevant experience; or an equivalent combination of education and experience acceptedRequired Certifications:None

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

Penn State does not sponsor or take over sponsorship of a staff employment Visa. Applicants must be authorized to work in the U.S.

SALARY & BENEFITS

The salary range for this position, including all possible grades, is $49,188.00 - $71,340.00.

Salary Structure- Information on Penn State’s salary structure

Penn State provides a competitive benefits package for full-time employees designed to support both personal and professional well-being. In addition to comprehensive medical, dental, and vision coverage, employees enjoy robust retirement plans and substantial paid time off which includes holidays, vacation and sick time. One of the standout benefits is the generous 75% tuition discount, available to employees as well as eligible spouses and children. For more detailed information, please visit our Benefits Page.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

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.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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