Administrative Officer – Intellectual Property and Commercialisation

UNITALENT EMPLOYMENT AGENCY; Kuching; On-site; MYR 30,000 - 60,000; Full time

Job summary

An established industry player is seeking an Administrative Officer specializing in Intellectual Property and Commercialisation. This role involves managing research grants and intellectual property processes, ensuring compliance and clarity in documentation. You will work closely with various stakeholders, facilitating communication and supporting project objectives. Ideal candidates will possess a Bachelor's degree or relevant Diploma, along with strong organizational and communication skills. Join a dynamic team that values integrity and teamwork, and contribute to innovative research initiatives in a collaborative environment.

Qualifications

• Bachelor's degree or Diploma with relevant experience required.
• Strong communication and organizational skills are essential.

Responsibilities

• Manage administrative tasks for research grants and intellectual properties.
• Coordinate meetings and maintain filing systems for IP agreements.

Skills

Maturity and independence

Time management

Organizational skills

Communication skills (English and Bahasa Melayu)

Teamwork

Computer literacy (MS Office, Adobe Acrobat)

Confidentiality

Education

Bachelor's degree in relevant discipline

Diploma in relevant discipline with 3 years experience

Tools

MS Office Suite

Adobe Acrobat Professional

Job description

2. Click APPLY HERE to complete the application form below:

1. Please prepare the following documents before proceeding to number 2.

• Resume/CV
• All academic certificate and transcript (SPM/STPM/Diploma/Degree/Master/PHD/Professional Certificate)

JOB REQUIREMENTS

HOW TO APPLY

• A Bachelor’s degree in a relevant discipline from a recognised institution; or
• A Diploma in a relevant discipline from a recognised institution with a minimum of three (3) years of relevant work experience. Fresh Bachelor degree holders in relevant discipline can be considered.
• Demonstrated high level of maturity consistent with the requirements of the position for independent work and proactive approach to completing assigned tasks.
• Demonstrated ability to attend to details and to handle more than one priority at a time to successfully prioritise and identify the best course of action in the implementation of assigned tasks.
• Demonstrated time management and organisational skills, including the ability to monitor, coordinate and follow up to meet tight deadlines.
• Proficiency in using written and spoken English and Bahasa Melayu.
• Ability to communicate effectively and empathetically with people at all levels in both the external and internal environment.
• Demonstrated ability to work well in a team environment and contribute actively to team cohesiveness.
• Demonstrated computer literacy to perform a range of tasks, including proficiency to produce a range of documents relevant to the role from the MS Office Suite, Adobe Acrobat Professional and other software applications.
• Demonstrated integrity in handling sensitive information and ability in maintaining confidentiality of information.
• Demonstrated ability to develop, implement and manage administrative systems and processes

Administrative Officer – Intellectual Property and Commercialisation

Location

: Kuching, Sarawak

: Education

: Full Time

JOB SUMMARY

Type

• The responsibilities of this position include general administration of any internal and external research grants in the University during pre- and post-award stages, although the main priority focuses on administering and managing intellectual properties (IPs) for the School of Research. The IPs include copyrights, utility innovation, patents, etc.
• The administrative duties include IP planning support, documentation management, schedule coordination, risk and issue tracking, stakeholder engagement, resource management, the communication and provision of IPs related information to researchers, and the handling of all related administration processes to support grants and IPs processes.
• This includes but is not limited to, processing of claims, management and entry of data, maintenance of filing systems as well as some analytical tasks. The position is expected to help the School of Research implement and improve new IP processes and guidelines related to research grants and research consultancy projects
• In undertaking these responsibilities, the position is expected to exhibit a highly professional approach in working closely and collaboratively with management and staff members at both the Sarawak and Melbourne campuses as well as with parties (private and government) external to the University.

2) Liaison and Interaction

KEY RESPONSIBILITIES

• Organise and maintain electronic and physical filing systems for IP agreements, documentation, contracts, and other essential records.
• Assist in IP agreements for internal and external projects, ensuring clarity, accuracy, and compliance with legal standards. Liaise with legal advisor for document vetting, addressing any concerns or queries that may arise during the entire IP lifecycle in collaboration with corresponding academic staff.
• Support financial processes, including expense and timesheet tracking, invoice processing, and budget monitoring.
• Assist in the preparation of budget reports and documentation for project funding, especially for IP filing and maintenance over the IP lifecycle.
• Assist in the development of IP plans, including timelines, milestones, and resource allocation, ensuring alignment with internal or external project objectives and constraints.
• Create, organise, and maintain IP documentation, such as IP schedules, reports, and presentations to ensure information is readily available for stakeholders.
• Act as a liaison between project teams, clients, and external vendors to facilitate clear and timely communication. Ensure all parties are informed of updates, changes, and requirements of the IPs.
• Coordinate meetings, workshops, and other IP-related events, including logistics, agendas, and follow-up actions.
• Monitor project progress and identify potential risks and issues. Assist in developing mitigation or resolution strategies and maintain logs to track and document resolutions.
• Support stakeholder management efforts by preparing stakeholder communications and facilitating engagement activities to ensure stakeholder expectations are managed.
• Contribute to the smooth running of research administrative functions and maintain effective communications within and outside the School of Research.
• Assist in identifying potential IP opportunities and liaise with faculty researchers on the IP applications.
• Maintain records of IP-related activities required for internal reporting, and make regular reports on year-to-date progress.
• Assist in internal and external grant-related processes, tracking, and reporting as necessary.
• Collaborate with the Director, School of Research and other Faculty and School of Research staff, in developing and improving data collection, recordkeeping and reporting of grant-related outcomes.

1) Administrative and Secretarial Support

• Record and disseminate minutes of meetings or notes as required.
• Ensure processes and guidelines relating to HDR progressions are clearly documented and communicated to stakeholders.
• Assist with preparing and disseminating or dispatching correspondence.
• Liaise with government authorities, and other internal and external stakeholders.