Business Office Coordinator

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Job 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 university’s research activities.

JOB TITLE

Business Office Coordinator

LOCATION

Worcester

DEPARTMENT NAME

Technology Commercialization

DIVISION NAME

Worcester Polytechnic Institute - WPI



Job 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 university’s 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.

Responsibilities



JOB DESCRIPTION

• 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…