Business Office Coordinator

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 office's 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 office's 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:

• Bachelor's degree
• Paralegal/legal experience required
• 5-10 years of experience