Intellectual Property Administrator

McMaster University; Hamilton; Hybrid; CAD 65,000 - 90,000; Full time

Job summary

McMaster University is seeking an Intellectual Property Administrator to support the MILO team in managing patents, copyrights, trademarks, and licensing for the university’s IP portfolio. The role reports to the Manager, Finance and Administration and requires handling confidential data with accuracy and professionalism.

You will coordinate data extraction from databases, prepare reports for internal and external stakeholders, and assist with financial transactions related to IP management.

Qualifications

• Bachelor's degree in a relevant field required.
• Minimum of 3 years of relevant experience required.
• Strong organizational, communication, and analytical skills are essential.

Responsibilities

• Organize, manage and track patents, trademarks, and copyrights and monitor action dates.
• Manage IP licenses and patents and prepare related filings.
• Provide cost analyses for patent prosecution and assist with budget planning.

Skills

Administrative skills

Organization

Data management

Communication

Education

Bachelor's degree in a relevant field

Tools

Inteum Minuet

Wellspring

McMaster Mosaic

Job description

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

Job Description

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.

Job Summary

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.

Key Responsibilities

• 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.

Assets

• 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.

Additional Information

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 Unifor Unit 1 bargaining unit member, who meets the eligibility conditions of Article 19.02 of the Unifor Unit 1 Collective Agreement, then the Limited Term Assignment will be defined as a Career Growth Opportunity in accordance with Article 19 of the Unifor Local 5555 Unit 1 Collective Agreement.

Anticipated Start Date: January 11, 2026

Employment Equity Statement

McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.

The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence.

In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.

The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.

As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process.

The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment.

Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.

Job applicants requiring accommodation to participate in the hiring process should contact:

To ensure an ongoing and vibrant University community that meets the needs of our students, staff and faculty and supports the University mission, ability to work on-site continues to be a requirement for most University positions.

The University is supportive of exploring flexible work arrangements that effectively balance operational needs and employee interests.

Interview Experience

At McMaster University, we believe in a comprehensive and inclusive interview process.

Our interview methods encompass a variety of approaches that allow our hiring teams to provide a flexible and accessible experience for engaging with our candidates.

Throughout your recruitment process at McMaster, you may be requested to participate in a variety of formats, that may include in-person, virtual or recorded interviews.

If you have any questions as you move through the hiring process, please reach out to [e-mail] or the HR contact associated with your position of interest.

AI Statement

McMaster and its third-party partners may use AI tools to screen, assess, or select applicants during the hiring process.

Please note that currently our recruitment platform does not use AI nor is it part of our current recommended recruitment process.