Licensing Associate I

University of Florida; Gainesville (FL); On-site; USD 58,000 - 94,000; Full time

Job summary

The University of Florida is seeking a Licensing Associate I to support patent portfolio management on the Main Campus in Gainesville. This full-time role focuses on data entry, ongoing maintenance of the Tech Licensing database, and coordinating with inventors and attorneys to assure timely disclosures and filings.

The position requires a bachelor’s degree and strong organization, attention to detail, and clear written and oral communication.

Qualifications

• Bachelor's degree or equivalent experience.
• Knowledge of MS Office and ability to work with a complex database.
• Excellent written and oral communication skills.
• Ability to organize and maintain accurate records.
• Ability to manage multiple deadlines.

Responsibilities

• Assist in portfolio management of patenting processes and data entry in the TL database.
• Maintain technology and patent records from disclosure to closure.
• Track publication dates and patent bar deadlines.
• Coordinate with inventors and outside attorneys for prosecution instructions.
• Prepare communications related to patent prosecution and case management.

Skills

MS Office

Database querying

Communication skills

Independent work

Attention to detail

Record keeping

Education

Bachelor's degree

Job description

Licensing Associate I

Job No: 540980

Work Type: Full Time

Location: Main Campus (Gainesville, FL)

Categories: Office/Administrative/Fiscal Support, Legal/Audit Services/Compliance

Department: 11270100 - RE-TECH LICENSING

Job Description

Classification Title: Licensing Associate I

Classification Minimum Requirements: A bachelor's degree in an appropriate area of specialization or an equivalent combination of education and experience.

Job Description: Portfolio Management: Provides support in the management of all aspects of the patenting process, including data entry and ongoing maintenance of the Tech Licensing (TL) database and electronic records.

Maintains the technology and patent records during the life of the technology from disclosure to closure and assures accurate data is entered and maintained at all times to ensure that reports and analytics are accurate at all times.

Participate in oral disclosure and follow‑up meetings with inventors to assure completeness of disclosure and any assure receipt of related supporting documents. Responsible for tracking publication dates for patent bar deadlines.

Maintain a shadow docket within the IP portfolio and assist outside attorneys in obtaining instructions for prosecution decisions within a timely manner. Maintain reminder system for standard deadlines and milestones in prosecution and assures accuracy of patent and technology records in database. Provide final authorization to counsel for any action and filing of any communications for non‑action items.

Understands and ensures records and decision comply with the UF Intellectual Property Policy and that prompt notice is provided to the inventors with respect to timely review decisions.

Initiate and maintain communications with inventors and licensees as necessary to support appropriate filing, prosecution and maintenance of filings with the USPTO and foreign patent offices. Expected to draft clear and concise communications relating to patent prosecution and case management. Review all patent, copyright, and trademark related correspondences to ensure accuracy, completeness, and timeliness. Track and regularly monitor each case for impending prosecution deadlines and consult with supervisor to confirm instructions on an action to assure that IP rights are appropriately maintained.

Assist to make sure all agreement records in database including license/options, Confidential Disclosure Agreements, and IIAs are accurate and complete.

Assist with the coordination of invention reporting efforts and patent filings with collaborative institutions, labs, and outside industry partners under specific agreements.

Administrative: Become an expert user of Tech Licensing's database assuring information pertaining to all technologies, applicable patents and IP related to agreements, are timely entered and correct. Assure inventors, attorneys and licensees contact information is up to date during life of case.

Become proficient at querying the database and producing reports needed for regular maintenance of the portfolio including quality assurance effort and data consistency.

As needed, assist with confidentiality agreements. On a daily basis, be aware of and safeguard dissemination of confidential information. (This information has a specific exemption under Florida's Public Records Law)

Provide input into necessary updates to modernize and improve the processes outlined in the Standard Operating Procedures.

Work with the Team of Licensing Associates for possible training when on boarding future Licensing Associates and assisting other licensing teams as necessary when a fellow LA is absent for an extended period.

Other duties as assigned.

Education and Training: Responsible for staying up to date on changes in patent law as it impacts intellectual property, Federal rules and regulations, UF State and Federal policies, UF required on‑going institutional training as assigned by HR, continued education for internal standard operating procedures, export control regulations and industry specific impacts that effect technology transfer.

Expected Salary: Commensurate with education and experience

Required Qualifications: A bachelor's degree in an appropriate area of specialization or an equivalent combination of education and experience.

1. Knowledge of MS Office programs and ability to work with a complex database.


2. Ability to deal with the stakeholders in a courteous and professional manner.


3. Ability to work independently.


4. Excellent written and oral communication skills.


5. Ability to organize and maintain accurate and complete records.


6. Excellent human relations skills, including the ability to function in a team setting.


7. Ability to plan, organize and coordinate work assignments.


8. Ability to understand and apply applicable rules, regulations and policies and procedures.


9. Attention to detail.


10. Ability to track and meet multiple overlapping deadlines.


11. Ability to multitask and prioritize and handle consistently high volume of work.


12. An Associate's degree and/or experience as a legal assistant.


13. General knowledge of U.S. patent law. Paralegal experience preferred.

Health Assessment Required: No

Applications Close: 31 August 2026

Our Commitment

The University of Florida is an Equal Employment Opportunity Employer.

Hiring is contingent on eligibility to work in the U.S. The University of Florida is a public institution and is subject to all requirements under Florida Sunshine and Public Record laws. If an accommodation due to a disability is needed to apply for this position, please call 352-392- 2477 or the Florida Relay System at 800-955-8771 (TDD) or visit Accessibility at UF.