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Administrative Specialist, Hybrid Work Schedule Available

Apply now Job no: 494416
Work type: Full Time
Location: Troy, NY
Categories: Staff, Administrative Support

Who we are

Why Rensselaer? Join Rensselaer Polytechnic Institute's dynamic global community of changemaker including 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, one of the world’s fastest supercomputers, and an IBM Quantum One computer - the first university-based quantum computer in the U.S. 

With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth.

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 and Technology Licensing (IPTL) and serves as primary point of contact for internal and external constituents.

Duties include:

Provide office support by organizing and maintaining electronic and paper files

Schedule and prepare staff for meetings

Monitoring the general electronic mailbox by responding and/or forwarding e-mails/documents to appropriate staff for follow-up and tracking completion. 

Assist the professional staff in reviewing documentation for missing information, collecting inventor signatures, and following up with inventors on outstanding items. 

Assist the professional staff 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 Technology Licensing Analyst, receives, processes and securely files patent certificates. 

Assist with supplies, ordering, purchasing, travel, and related tasks.

Minimum Qualifications

Candidates will have a high school diploma or equivalent, along with two or more years of work experience in a setting where the candidate applied their knowledge of office operations along with MS Office suite ability to handle administrative tasks.

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

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 strong 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

Shift and Flexible Work

Business Hours: Monday - Friday

Ask about the opportunity to work a hybrid (remote/in person) schedule! 

Starting Salary/Rate

Expected hiring range: $20.00 - $22.00

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

Job Posted Date

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 (

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.




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