Collaboration is one of the defining strengths of the technology transfer community, and it often becomes even more important when resources are limited. This conversation takes a closer look at what it really means to operate in a small or under-resourced office, where the work can feel both expansive and unpredictable. From managing intellectual property to handling budgets, compliance, and stakeholder relationships, the scope of the role is broad, and no two days look quite the same.

My guests are two leaders who have spent a great deal of time thinking about how these offices not only function, but find ways to grow and succeed. Caitlin Long is Director of Technology Transfer and Innovation at Alvernia University and serves as the AUTM Small Office co-chair and an AUTM Foundation board member, with a focus on translating ideas into real-world health impact through a student-powered, community-engaged model. She is joined by Sanaz Shahi, Administrative Director of Intellectual Property at Rowan University and co-chair of the AUTM Small Offices Committee, who also plays an active role in supporting diversity, mentorship, and professional development across the AUTM community.

We talk about the realities of wearing multiple hats, the unexpected responsibilities that come with running a small office, and the moments when you realize you need help that may not exist within your own institution. We also explore the role of the AUTM Small Office Special Interest Group as a practical, day-to-day resource, along with strategies for avoiding burnout, building support systems, and learning from others instead of starting from scratch. We take a grounded look at how collaboration, shared knowledge, and community can turn what might feel like an isolated role into something far more connected and sustainable.

In This Episode:

[02:09] A look at what day-to-day work actually involves in a small tech transfer office, where one person often handles multiple roles at once.

[03:10] How responsibilities can range from licensing and IP strategy to stakeholder engagement and student supervision.

[04:20] The challenge of constantly switching between big-picture strategy and detailed operational work is explored.

[05:05] Real-world examples show how deadlines, competing priorities, and limited time can create pressure in small teams.

[06:10] A surprising aspect of the role is the amount of financial and administrative work involved, including budgets and legal invoices.

[07:15] Early career moments are shared where there was little internal support and a need to seek guidance externally.

[08:05] The importance of the broader tech transfer community becomes clear as a source of advice, mentorship, and practical solutions.

[09:20] Fellowship experiences are discussed as a way to gain knowledge, build confidence, and connect with experienced professionals.

[10:30] The idea of becoming “trilingual” in science, business, and law is introduced as a key skill in tech transfer.

[11:40] A discussion on why the community is so willing to share knowledge and support one another.

[12:50] The AUTM Small Office Special Interest Group is introduced as more than a forum, but a support system for under-resourced teams.

[13:40] Examples of real, practical conversations within the group, including patent strategy, budgeting, and compliance challenges.

[14:50] The value of sharing templates, workflows, and real-world examples to avoid reinventing the wheel.

[16:00] A shift toward sustainability and the importance of managing workload to prevent burnout.

[17:10] Strategies for setting boundaries and building support systems, even when staffing is limited.

[18:05] Creative approaches to staffing, including the use of student workers to extend capacity.

[19:00] The feeling of isolation in small offices is addressed, along with encouragement to connect with the broader community.

[19:50] Practical advice on building relationships, asking questions, and reaching out for one-on-one support.

[20:40] Reflections on how being part of the AUTM community changes decision-making and leadership approach.

[21:20] A reminder that collaboration and shared knowledge are key to long-term success in tech transfer.

Resources:

AUTM

Caitlin Long - Alvernia University

Caitlin Long - LinkedIn

Caitlin Long - AUTM

Sanaz Shahi - Rowan University

Sanaz Shahi - LinkedIn

Thriving in Small Tech Transfer Offices with Caitlin Long and Sanaz Shahi