Licensing Assistant

University System of New Hampshire; Durham (AR); On-site; USD 34,000 - 41,000; Part time

Job summary

The Licensing Assistant at University System of New Hampshire supports UNH Innovation's technology transfer team by maintaining intellectual property records in Sophia, preparing reports, and coordinating documentation across invention disclosures, patents, agreements, and licensing workflows.

The role requires discretion and accuracy, with timely follow-through on time-sensitive requirements and strong collaboration with licensing professionals and campus offices in Durham.

Qualifications

• Bachelor’s degree with related administrative, database, compliance, legal, research administration, finance, or customer-service experience; or technology transfer related experience; or an equivalent combination of education and experience.

Responsibilities

• Technology transfer database administration: create, maintain, audit, and close records in Sophia and other systems; enter key dates, parties, funding, ownership, patent data, financial terms, obligations, alerts, status changes, and supporting documents; run routine and ad hoc reports; reconcile discrepancies; support data cleanup.
• Government and sponsor reporting: maintain iEdison records; monitor reporting status; coordinate signatures; assist with invention, patent, utilization, and closeout reporting; keep auditable records of submissions and agency correspondence; escalate questions and approaching deadlines.
• License and agreement compliance: maintain abstracts and calendars; track deliverables and reports; prepare reminders; identify delinquencies; refer complex interpretations to licensing professional.
• Workflow and document coordination: receive disclosures and documents; prepare correspondence and packets; maintain electronic files; coordinate with inventors, licensees, outside counsel, campus offices, and government agencies.
• Team and operational support: assist with inbox coverage, audits, invoicing, inquiries, and special projects; participate in training and continuous improvement.

Skills

MS 365

Organizational skills

Communication skills

Discretion

Independence

Education

Bachelor’s degree

Tools

Sophia

iEdison

Salesforce

SharePoint

Job description

The Licensing Assistant provides detail-intensive administrative database, reporting, and compliance support to the UNH Innovation technology transfer team. The position maintains complete and accurate intellectual property and agreement records in Sophia and related systems; supports federal invention reporting, including iEdison; tracks licensee and sponsor obligations; prepares correspondence and reports; and coordinates documentation across invention disclosure, patent, agreement, and licensing workflows. The role requires discretion, accuracy, sound judgment, and consistent follow-through on time-sensitive requirements.

Duties/Responsibilities

(35%) Technology transfer database administration

• Create, maintain, audit, and close invention, intellectual property, agreement, contact, and related records in Sophia and other authorized systems. Enter and validate key dates, parties, funding, ownership, patent data, financial terms, obligations, alerts, status changes, correspondence, and supporting documents. Run routine and ad hoc reports, reconcile discrepancies, and support data cleanup and process improvement.

(25%) Government and sponsor reporting

• Support timely and accurate reporting for federally funded inventions and other sponsored obligations. Prepare and maintain iEdison records and supporting documentation; monitor reporting status; coordinate signatures and confirmations; assist with invention, patent, utilization, and closeout reporting; and maintain an auditable record of submissions and agency correspondence. Escalate questions, exceptions, and approaching deadlines to the appropriate licensing professional.

(25%) License and agreement compliance

• Maintain agreement abstracts, obligation calendars, and compliance records. Track deliverables such as payment dates, royalty reports, annual or utilization reports, diligence milestones, patent reimbursement, insurance certificates, sublicensing notices, audit rights, and other contractual requirements. Prepare reminders and follow-up correspondence, document responses, identify delinquencies or inconsistencies, and refer interpretation or enforcement decisions to the responsible licensing professional.

(10%) Workflow and document coordination

• Receive and route innovation disclosures, patent documents, agreements, royalty reports, and related communications. Prepare routine correspondence, forms, status summaries, signature packets, and meeting materials; maintain organized electronic files; support document execution and record retention; and coordinate with inventors, licensees, outside counsel, campus offices, and government agencies as directed.

(5%) Team and operational support

• Assist with shared inbox coverage, records requests, audits, invoicing or payment documentation, image or other routine licensing inquiries, and special projects. Participate in training, team meetings, and continuous improvement activities. Perform other related duties as assigned.

Requirements

Minimum Acceptable Education & Experience

• Bachelor’s degree, with related administrative, database, compliance, legal, research administration, finance, or customer-service experience; or technology transfer related experience; or an equivalent combination of education and experience.

Knowledge, Skills & Abilities

• Proficiency with Microsoft 365 applications, particularly Outlook, Word, Excel, Teams, and SharePoint, or demonstrated ability to learn comparable tools quickly.

• Strong organizational, analytical, written, and verbal communication skills.

• Ability to work independently with appropriate supervision, manage competing priorities, recognize issues requiring escalation, and collaborate effectively in a service-oriented environment.

• Ability to handle confidential, proprietary, personally identifiable, and legally sensitive information with discretion and in accordance with applicable policy.

Other Requirements

• Exceptional attention to detail, accuracy, and document control, with demonstrated ability to meet deadlines and maintain reliable follow-up systems.

• Ability to learn and consistently apply policies, procedures, agreement requirements, database standards, and reporting instructions.

Preferred Qualifications

• Paralegal training, or coursework in business, law, science, engineering, research administration, or related field.

• Experience in university technology transfer, sponsored research administration, intellectual property, legal operations, contract administration, or law firm.

• Experience with Sophia or another intellectual property/technology transfer management system; iEdison; Salesforce or another customer relationship management system; and electronic document management.

• Familiarity with patents, copyrights, trademarks, licenses, options, inter-institutional agreements, material transfer agreements, and confidentiality agreements.

• Experience maintaining compliance calendars, reconciling data, preparing reports, supporting audits, or tracking financial and non-financial contractual obligations.

Compensation Pay Range

$25-30/hour

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

The pay range for this position is listed above. Actual offer will be based on skills, qualifications, experience, and internal equity, in addition to relevant business considerations. More information on benefits can be found here: USNH Employee Benefits | Human Resources

Location

Durham

Salary Grade

Adjunct Hourly Staff 00