Business Office Coordinator
Business Office Coordinator
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Salary Not Disclosed
1 Vacancy
Job Description
JOB TITLE
Business Office CoordinatorLOCATION
WorcesterDEPARTMENT NAME
Technology CommercializationDIVISION NAME
Worcester Polytechnic Institute - WPIJOB DESCRIPTION SUMMARY
This position assists at a highly competent and confidential level with the business management needs of the Office of Technology Commercialization (OTC) interfacing with WPI research faculty students staff and various administrative departments within WPI that impact or are impacted by the universitys research activities.This position provides business management support to meet the information management and communication needs of interfacing with a diverse base of internal and external contacts involved with WPI research and Technology Transfer at the direction of the Director of the Office of Technology Commercialization.
JOB DESCRIPTION
Responsibilities:
- Independently oversees and manages office operations and workflow.
- Acts as a liaison between faculty staff students attorneys external customers and suppliers (stakeholders).
- Guides and manages the disclosure intake process and collaborates internally with the Director and Licensing Associate to improve process flows.
- Oversees case management and maintains the integrity of the Inteum/Minuet IP database including disclosure patent filing documents and decisions. This includes license agreements and related IP generating docket reports IP docketing and tracking deadlines and statuses.
- Reviews and manages correspondence from all stakeholders independently taking action as necessary.
- Coordinates with stakeholders to ensure the completion of required documents.
- Assists retained law offices with disclosures information inventor documents and required signature documents.
- Participates in team review meetings for decisions on patenting and commercialization of inventions.
- Participates in discussions provides advice and supports decisions in managing the IP portfolio within the WPI ecosystem.
- Creates reports for provisional patent decisions quarterly and as needed for regular portfolio reviews.
- Creates reports for complete IP portfolio reviews.
- Reviews necessary USPTO information in Patent Center.
- Manages department accounting functions in Workday including processing law office invoices supplier invoices customer invoices licensee invoices and receipts.
- Actively manages the General Operating department budget and reporting with an emphasis on staying within budget.
- Oversees budget Workday activities program management and associated accounting.
- Creates reports to forecast legal expenses and operational expenses.
- Actively manages the Non-Operating department budget (Gifts & Designated Funds).
- Actively manages the Grant budget.
- Serves as a subject matter expert for Workday-related activities and the primary contact for the offices financial matters.
- Monitors patent expenses and scrutinizes law firm invoices supplier invoices and customer invoices.
- Oversees document retention/management (customer/supplier invoices disclosures patent applications issued patents NDAs MTAs license agreements).
- Manages IP correspondence IP data integrity government reporting patent maintenance/annuities with IP attorneys and as necessary with CPA Global/Annuity services provider.
- Mentors the Licensing Associate for license compliance patent reimbursement and inventor distributions.
- Monitors manages and/or oversees license and agreement terms invoicing and other related actions.
- Mentors and provides support to the Licensing Associate for Workday matters and the Inteum/Minuet IP database.
- Manages faculty student staff and external customers related to I-Corps program and expense activities.
- Interfaces with the Sponsored Programs Accounting office for expense reporting related to the I-Corps program.
- Manages projects and related activities for award programs and patent recognition with internal and external customers (NAI ReDI).
- Manages the offices general mailbox correspondence and takes actions as needed.
- Responsible for compliance with federal reporting pursuant to the Bayh-Dole Act of 1980.
- Interfaces with the Office of Sponsored Programs for IP & Grant compliance and grant closeouts.
- Liaises with other WPI departments to resolve problems and ensure compliance.
- Guides mentors and serves as a resource for the Director and Licensing Associate.
- Performs all other duties and responsibilities as assigned or directed by the supervisor.
Requirements:
- Bachelors degree
- Paralegal/legal experience required
- 5-10 years of experience
FLSA STATUS
United States of America (Exempt)WPI is an Equal Opportunity Employer. All qualified candidates will receive consideration for employment without regard to race color age religion sex sexual orientation gender identity national origin veteran statusor disability. It seeks individuals from all backgrounds and experiences who will contribute to a culture of creativity collaboration inclusion problem solving innovation high performance and change is committed to maintaining a campus environment free of harassment and discrimination.
Required Experience:
IC
Employment Type
Full-Time
