Intellectual Property Administrator

Schedule Full-time, Monday to Friday, 35 hours weekly (hybrid)

Education Level Bachelor's degree in a relevant field of study

Career Level Requires 3 years of relevant experience

The McMaster Industry Liaison Office (MILO) supports researchers at McMaster University and its affiliated hospitals, Hamilton Health Sciences and St. Joseph's Healthcare Hamilton, in managing the intellectual property and commercialization of their research. MILO is a unit within the Office of the Vice-President, Research and is seeking a qualified professional to join its administrative team to assist with the efficient management of intellectual property data and reporting for internal and external stakeholders.

Reporting to the Manager, Finance and Administration, the Intellectual Property Administrator provides operational and administrative support for McMaster's technology transfer and commercialization activities.

The Intellectual Property Administrator is responsible for providing timely and professional support as it pertains to the administration of the intellectual property portfolio. Provides administrative and legal assistance with respect to patents, copyright, trademarks and licensing of intellectual property.

• Organize, manage and control all patents, trademarks, and copyright files including the tracking of all upcoming action dates.
• Manage all aspects of intellectual property licenses and patents.
• Complete detailed analyses of costs associated with patent prosecution activities.
• Develop methods to extract data from departmental databases in response to outside queries.
• Provide expense projections for budgetary purposes.
• Negotiate license agreements with external parties.
• Provide assistance with the preparation and submission of required electronic filings to various external agencies.
• Review documents for compliance with applicable laws regarding trademark and patent requirements.
• Maintain the intellectual property financial administration system including reviewing and processing of intellectual property related invoices.
• Enter data into databases and generate scheduled and ad hoc reports.
• Correspond with external patent agents and intellectual property counsel.
• Provide advice and support to staff as it relates to intellectual property protection and institutional intellectual property policies.
• Act as a Certified Notary Public for the University.
• Write detailed reports and letters on complex international patent prosecution activities.
• Write detailed instructions to external patent counsels.
• Write assignment agreements and other types of legal contracts.
• Write a variety of documents including, but not limited to, correspondence, letters, and meeting minutes.
• Prepare official government forms for patent and trademark applications that are in compliance with legal regulations.
• Remain current with changes to intellectual property policies, legislation, and procedures.

• Exceptional organization skills and a high level of attention to detail are essential for this position.
• Demonstrated ability to manage multiple priorities, meet deadlines, and adapt to changing demands during periods of high workload.
• Strong communication and interpersonal skills, including the ability to work effectively with faculty, students, patent agents, and external law firms to ensure intellectual property documents are processed, completed, and filed in a timely manner.
• Experience maintaining accurate records and managing confidential information within a database-driven administrative environment.
• Experience with intellectual property management systems or technology transfer databases (such as Inteum Minuet or Wellspring) for data management, reporting, and process improvement is strongly preferred, including identifying opportunities to improve workflows and system utilization.
• Experience with McMaster University's administrative information system (Mosaic), including finance modules, is considered an asset.

The IP Administrator is responsible for the creation and maintenance of records and files related to intellectual property in a variety of spreadsheets and databases, ensuring accuracy and completeness to enable efficient reporting to senior administrators at the University and external organizations. The position reports to the Manager, Finance and Administrative Operations and will assist with the processing of the office's financial transactions as needed.

Should the successful applicant be a…