OTC/NVD Administrative Coordinator

6 days ago

Lowell, Massachusetts, United States Umass Lowell Full time

Job no: 528811

Position type: Staff Full Time

Benefit Status: Benefited-Union

Campus: UMass Lowell

Department: Research & Innovation

Salary: Salary commensurate with experience and grade/range-see posting section

Applications Open: Oct

Applications Close:

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: $59,674, 25th quartile $67,879 and midpoint $76,085.

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.

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