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Human Capital Services

Office Specialist IV

Apply now Department: 3670050020 Research and Sponsored Program
Job no: 503724
Work type: Staff Full Time (Unclassified)
Location: Manhattan, Kansas
Categories: Administrative / Professional

About This Role:

This position will provide support to the Chief Tech Transfer Officer and the Technology Transfer Office (“TTO”) team. The position is responsible for managing office duties, assisting in processing of agreement information, and following through related obligations in conjunction with other team members. Additional growth opportunities in other areas are available upon demonstration of successful performance.


Administrative Support:

  • Manage administrative office duties such as:
    • Order necessary supplies and equipment
    • Review and distribute mail and other correspondence
    • Make copies and prepare correspondence as needed
    • Coordinate meetings and special events
    • Responsibility for file management and record duplication
  • Serve as initial contact person to those contacting the TTO by phone or in person
  • Schedule meetings and organize calendar for Chief Tech Transfer Officer
  • Arrange travel for TTO team as needed
  • Work with Business Manager to provide suggestions and implementation on process, procedure, and service improvements for office functions
  • Provide support on special projects and to other TTO team members as needed

Processing Data:

  • Data entry into databases, initiating searches within database programs and monitoring the progress of those searches
    • Assist in managing the receipt of new invention disclosures and reporting process and entering disclosure information into the database.
    • Assist in reporting inventions to federal sponsors pursuant to government reporting requirements through iEdison.
    • Assist in maintaining, monitoring, and organizing patent correspondence and office actions received from the law firms.
  • Develop queries and alerts for internal use to efficiently manage workflow
    • Assist in maintaining and monitoring lists of filing deadlines and unlicensed technologies for internal evaluation; schedule staff meetings and prepare agendas accordingly.
  • Assist end users in documenting their areas of responsibility pertaining to system usage or techniques
  • Develop ad hoc reports in a variety of areas as needed
    • Generate IP related reports as requested by key stakeholders.
  • Set up pre-disclosure meeting with the Chief TTO 
  • Assist in maintaining efficient communication processes that keeps licensees informed of all official communications sent or received from the law firm and ensure that copies of all patent correspondence are forwarded to inventors and licensing associates.
  • Assist in coordinating the execution and filing of patent related signature documents (assignments, declarations etc.) between law firm and the inventors in a timely manner.

Agreement Processing:

  • Process agreements and record obligations in system
    • Assist in managing the receipt of new agreements and reporting process and entering agreement information into the database.
  • Assist TTO team in coordinating compliance of obligations by external partners
    • Assist by maintaining efficient communication processes that keeps licensees informed of all official communications sent or received from the law firm and ensure that copies of all patent correspondence are forwarded to inventors and licensing associates.
  • Maintain scanned and physical versions of agreement documents
  • Review and summarize information from files and documents

We Support Diversity and Inclusion:

Kansas State University embraces diversity and promotes inclusion in every sector of the institution. The university actively seeks individuals whose commitments and contributions will advance the University's dedication to the Principles of Community.

What You’ll Need to Succeed:

Minimum Requirements:

  • Three years of relevant experience

Preferred Qualifications:

  • Bachelor’s Degree
  • Ability to use critical thinking to analyze and interpret data and information
  • Highly developed computer skills using MS Office Suite, Internet search engines, email, electronic calendars and project management software
  • Previous user training experience
  • Working knowledge of information systems
  • High level of attention to detail and conscientiousness
  • Demonstrated excellent interpersonal, oral and written communication skills
  • Strong, flexible team player that works to meet both personal and organization goals
  • Prompt and professional response to all requests
  • Ability to multi-task and prioritize workload with minimal supervision
  • Discretion in handling confidential information and materials professionally

Other Requirements:

  • Applicants must be currently authorized to work in the United States at the time of employment

How to Apply:

Please submit the following documents:

  1. Online Application
  2. Letter of Interest
  3. Resume
  4. Three Professional References

Screening of Applications Begins:

Screening of application begins immediately. For best consideration, please apply by May 29, 2018.

Pay Rate:

$15.67 - $24.29 per hour, based on experience

Equal Employment Opportunity:

Kansas State University is an Equal Opportunity Employer of individuals with disabilities and protected veterans and actively seeks diversity among its employees.

Background Screening Statement:

In connection with your application for employment, Kansas State University will procure a Background Screen on you as part of the process of considering your candidacy as an employee.


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