Licensing Assistant

What you'd do

• Create, maintain, audit, and close invention, intellectual property, agreement, contact, and related records in Sophia and other authorized systems.
• Enter and validate key dates, parties, funding, ownership, patent data, financial terms, obligations, alerts, status changes, correspondence, and supporting documents.
• Run routine and ad hoc reports, reconcile discrepancies, and support data cleanup and process improvement.
• Support timely and accurate reporting for federally funded inventions and other sponsored obligations.
• Prepare and maintain iEdison records and supporting documentation; monitor reporting status; coordinate signatures and confirmations; assist with invention, patent, utilization, and closeout reporting; and maintain an auditable record of submissions and agency correspondence.
• Escalate questions, exceptions, and approaching deadlines to the appropriate licensing professional.
• Maintain agreement abstracts, obligation calendars, and compliance records.
• Track deliverables such as payment dates, royalty reports, annual or utilization reports, diligence milestones, patent reimbursement, insurance certificates, sublicensing notices, audit rights, and other contractual requirements.
• Prepare reminders and follow-up correspondence, document responses, identify delinquencies or inconsistencies, and refer interpretation or enforcement decisions to the responsible licensing professional.
• Receive and route innovation disclosures, patent documents, agreements, royalty reports, and related communications.
• Prepare routine correspondence, forms, status summaries, signature packets, and meeting materials; maintain organized electronic files; support document execution and record retention; and coordinate with inventors, licensees, outside counsel, campus offices, and government agencies as directed.
• Assist with shared inbox coverage, records requests, audits, invoicing or payment documentation, image or other routine licensing inquiries, and special projects.
• Participate in training, team meetings, and continuous improvement activities.
• Perform other related duties as assigned.

What they want

• Bachelor’s degree, with related administrative, database, compliance, legal, research administration, finance, or customer-service experience; or technology transfer related experience; or an equivalent combination of education and experience.
• Proficiency with Microsoft 365 applications, particularly Outlook, Word, Excel, Teams, and SharePoint, or demonstrated ability to learn comparable tools quickly.
• Strong organizational, analytical, written, and verbal communication skills.
• Ability to work independently with appropriate supervision, manage competing priorities, recognize issues requiring escalation, and collaborate effectively in a service-oriented environment.
• Ability to handle confidential, proprietary, personally identifiable, and legally sensitive information with discretion and in accordance with applicable policy.
• Exceptional attention to detail, accuracy, and document control, with demonstrated ability to meet deadlines and maintain reliable follow-up systems.
• Ability to learn and consistently apply policies, procedures, agreement requirements, database standards, and reporting instructions.