Administrative Secretary

The Office of Intellectual Property Management (OIPM) works with the recently established Tulane Innovation Institute to protect and advance the intellectual property created by faculty and researchers across the university. OIPM executes all aspects of Tulane's intellectual property (IP) policy, including patent filing and management, agreement preparation, IP due diligence, government reporting and compliance, and identifying IP prospects for disclosure from the Tulane community. In addition, OIPM provides IP education seminars to Tulane faculty and students. These functions support Tulane's Institute for Innovation, which is responsible for technology assessment, business development, marketing, and license negotiation.

The Administrative Secretary provides comprehensive administrative support to the Executive Director, his office, and the Director of Operations. The duties include but are not limited to maintaining schedules, scheduling meetings and docketing of intellectual property and agreement records into the university's information repository, as well as on-boarding activities. Responsibilities also include responding to the office calls, organizing travel arrangements, processing reimbursements, departmental work orders, and supplies requests; assisting with preparing correspondence, transcribing and processing meeting minutes; collection of signatures on routine business documents.

• Proficiency in MSWord and Excel, computer databases, as well as Access

• Knowledge of and the ability to use various standardized office equipment such as telephones, computers, fax machines, copiers, etc.

• Excellent oral and written communication skills, as well as the ability to interact with individuals internal and external to the organization in an effective, courteous, and productive manner

• Experience or willingness to learn intellectual property management software (e.g., Wellspring Sophia) and electronic signature (e.g. Adobe Sign) platforms;

• Ability to complete tasks independently using effective time management skills.

• Ability to work as a team and organizing a team approach to manage departmental tasks.

• Ability to maintain confidentiality in all work performed.

• High School Diploma or equivalent

• Two years' secretarial experience

• Graduate Degree

• Experience working for an academic/higher education institution, tech transfer office, law firm, or other IP-related setting

• Proficiency in using online tools, cloud-based storage, and electronic document management systems

• Demonstrated ability to handle detailed oriented tasks with meticulous attention, especially in tasks like electronic docketing of records and legal documents

• Demonstrated ability to work independently and set work priorities with minimal supervision.

• Demonstrated ability to manage many projects and relationships simultaneously across a broad range of innovations and markets.

• Strong team-oriented focus.

• Ability to build rapport and trust with faculty, colleagues, and stakeholders.

• Technology transfer experience managing the flow of research innovation, contracts, and other aspects of technology commercialization.