Administrative Coordinator Hybrid (Office of Intellectual Property and Technology Licensing)

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Job Summary

The Administrative Coordinator provides administrative and operational support for the Office of Intellectual Property and Technology Licensing (IPTL) and serves as primary point of contact for internal and external stakeholders. The Administrative Coordinator performs a variety of advanced administrative duties.

Opportunity exists for a hybrid work arrangement

Duties include:

• Serve as primary point of contact for internal and external stakeholders. Receive and process mail and deliveries.
• Assist IPTL staff to facilitate operations using enterprise-wide Institute systems and IPTL systems including running and reviewing reports. 
• Support with purchasing and related tasks for the IP portfolio. Duties may include but are not limited to recording and depositing IP revenues and patent reimbursements and filing law firm invoices.
• Provide office support by organizing and maintaining paper files, ordering, and maintaining office supplies, and monitoring the general electronic mailbox by electronically filing e-mails and forwarding e-mails/documents to appropriate staff for follow-up.
• Support the Associate Director, Intellectual Property Manager, and Licensing Associate in reviewing documentation for completeness, collecting inventor signatures, and following up with inventors on outstanding items.
• Assist the Associate Director and Intellectual Property Manager with patent-related matters such as receiving and processing documentation from the United States Patent and Trademark Office, attorney firms, and inventors. Under the guidance of the Associate Director and Intellectual Property Manager, receives, processes and securely files patent certificates.
• Assist Licensing Associate with gathering documentation and scheduling inventor interviews.
• Assist the Associate Director in managing strategic initiatives and performance planning. Coordinate timely assignment, follow-up, and completion of performance initiatives. Maintain a follow-up system for IPTL leadership and staff to ensure completion.
• Research, prioritize, and follow up on incoming issues and concerns addressed to the Office of Intellectual Property and Technology Licensing. Collaborate with the Associate Director to triage and provide appropriate assistance and responses.
• Other duties as assigned.

Minimum Qualifications

5 or more years in related experience in an office setting, to include organizing and supporting the activities of professional and leadership within the office, managing priorities, handling routine office operations matters, and handling the administrative and transactional details related to the business. 

Relevant combinations of education, training and experience may be considered.

Preferred Qualifications

Minimum Knowledge, Skills, and Abilities

• Requires excellent customer service skills
• Proficient with MS Office Suite or similar word processing, spreadsheet, email and database applications.
• Requires excellent organizational and interpersonal skills
• Ability to interact with others in a professional and effective manner
• Ability to manage multiple projects at the same time
• Strict attention to detail
• Ability to work independently and as part of a team
• Ability to anticipate and solve problems
• Ability to prioritize, plan, and organize

Shift

Business Hours: Monday - Friday.

Hybrid work arrangement is available.

Travel

Driving

Incidental driving possible, but not required

Starting Salary/Rate

Expected hiring range: $20.00 - $24.51 per hour

Pay transparency disclosure: The selected candidate’s salary will be determined based on factors that include the available budget, internal equity, and the final candidate’s qualifications, experience, education and other job-related credentials. This hiring range is provided as Rensselaer’s good faith estimate of the expected hiring range at the time of posting.

Application instructions

Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.

If you need assistance with the online application process, please contact careers@rpi.edu.

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information

Rensselaer’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. Rensselaer is recognized locally and nationally for the depth and breadth of its compensation and benefits program. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information, please visit Benefits | Human Resources (rpi.edu).

We welcome candidates who will bring diverse cultural, ethnic, national and international perspectives to Rensselaer’s work and campus communities.

Rensselaer Polytechnic Institute is an Affirmative Action/Equal Opportunity, Race/Gender/Veterans/Disability Employer.