Offer: Administrative Specialist - Intellectual Property Optimization

Administrative Specialist - Intellectual Property Optimization

Who we are

Why Rensselaer?Our dynamic global community of changemakers includes some of the world's leading researchers, students, alumni, and faculty who ask the important questions and devise the scientific and technological innovations that make the world a better place for all of humanity. Nestled on a beautiful 275-acre campus in upstate NY, Rensselaer is home to five schools, 32 research centers, three makerspaces, an observatory, and one of the world's fastest supercomputers.
Are you ready to change the world? Apply now!


Job Summary
The Administrative Specialist provides administrative and operational support for the office of Intellectual Property Optimization (IPO) and serves as primary point of contact for internal and external constituents.





»Serve as primary point of contact for internal and external constituents. Greets all internal and external customers, determines nature of business and announces visitors to appropriate staff. Receive and process mail and deliveries.

»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.

»Assist the Business Support Analyst and Intellectual Property Manager reviewing documentation for missing information, collecting inventor signatures, and following up with inventors on outstanding items.

»Assist the Intellectual Property Manager with patent related matters such as receiving and processing documentation from the United States Patent and Trademark Office (USPTO), attorney firms, and inventors. Under the guidance of the Business Support Analyst, receives, processes and securely files patent certificates.

»Assist with purchasing and related tasks for the Portfolio. tasks may include but are not limited to recording and depositing IP revenues and patent reimbursements and filing law firm invoices.

»Assist Licensing Associate with gathering documentation and scheduling inventor interviews.

»Manage travel arrangements for the Director and other staff, including: researching, and booking travel, lodging, and car rental; prepare detailed itineraries, trip reports, and expense reports.

»Other tasks as assigned


Minimum Qualifications

»Two (2) or more years of practice related to the tasks of the position

»High School/Equivalent
significant combinations of education, training and practice may be considered.


Minimum expertise, expertise, and Abilities

»Requires excellent customer service expertise

»Proficient with MS Office Suite or similar word processing, spreadsheet, email and database applications.

»Requires strong organizational and interpersonal expertise

» capability to interact with others in a professional and effective manner

» capability to manage multiple projects at the same time

»Strict attention to detail

» capability to work independently and as part of a team


Application instructions
Please use the "apply for this job" function found on this page and follow the onscreen prompts to complete a brief online application. Be prepared to upload a cover letter and resume.
Applications will be accepted until the position is filled.


COVID-19 Pandemic Protocols
Rensselaer requires all faculty and staff to be vaccinated (and boosted when eligible) against COVID-19. Requests for exemptions for medical or religious reasons will be evaluated on a case by case basis. For more information, please see