Patents and Compliance Coordinator

California Institute of Technology; Pasadena (CA); On-site; USD 51,000 - 61,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Generous paid time off

Job summary

California Institute of Technology (Caltech) in Pasadena seeks a Patents and Compliance Coordinator to support the Office of Technology Transfer and Corporate Partnerships. You will interpret documents from outside counsel, update the patent database, and ensure Bayh-Dole compliance with federal reporting requirements.

The role involves coordinating with licensing staff, inventors, and law firms, entering data into iEdison, and preparing patent-related reports.

Qualifications

• Bachelor's degree or at least 3 years of tech transfer/patent experience.
• Excellent customer service, interpersonal, verbal and written communication skills.
• Strong organizational skills with ability to multitask in a dynamic environment.
• Ability to work independently and as part of a team with initiative.
• Strong computer skills, including experience with databases.
• Attention to detail and workload prioritization.

Responsibilities

• Provide general administrative support to the managers in Patents and Compliance Administration and Licensing Administration.
• Create and maintain records in Caltech's Patent Utilization Technology Transfer Database.
• Docket and monitor actionable items related to patent prosecution and maintenance.
• Assist with invention/patent compliance under Bayh-Dole and federal reporting.
• Coordinate with licensing staff, inventors, and law firms to gather required information.
• Enter data in the iEdison system and prepare government disclosures.
• Coordinate with Faculty and Sponsored Research for patent certifications.
• Assist with reports and compliance under non-federal funding.
• File patent/license documents and prepare correspondence to licensees and attorneys.
• Handle ad hoc projects such as sorting and organizing invention disclosures and patents.

Skills

Customer service

Interpersonal communication

Organizational skills

Attention to detail

Multitasking

Data entry

Education

Bachelor's degree or equivalent experience

Tools

Patent database

iEdison

Job description

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Patents and Compliance Coordinator will provide complex and diverse support to the Office of Technology Transfer and Corporate Partnerships, including but not limited to: 1.) understanding and interpreting incoming documents from outside attorneys, reviewing and updating the patent database for actions, and working with outside counsel to ensure compliance with our policies and procedures as well as consistency and accuracy of information; 2.) experience/knowledge of the Bayh-Dole Act and reporting requirements for federally funded inventions and patents.

Essential Job Duties

• Provide general administrative support to: 1.) Manager, Patents and Compliance Administration; 2.) Manager, Patents and Licensing Administration; and 3.) Licensing Professionals.
• Create and maintain records in Caltech's Patent Utilization Technology Transfer Database.
• Perform highly specialized tasks related to technology transfer management and the patent prosecution and maintenance process. Docket and monitor actionable items.
• Assist with invention/patent compliance with federal (Bayh-Dole) regulations, researching sources of funding, verification of government support clause language applications, patent reporting and maintenance.
• Coordinate with licensing staff, inventors, collaborators, joint owners, and law firms, as needed, to obtain required information to ensure invention and patent Bayh-Dole compliance.
• Assist in entering data in the government iEdison database, including confidential disclosures, Government Support Clauses, Licenses to the Government, and Annual Invention Utilization.
• Coordinate with Faculty and the Office of Sponsored Research to provide invention/patent interim and final patent certifications.
• Assist with patent-related reporting and compliance matters under non-federal funding agreements.
• File patent/license documents, create new files, and prepare correspondence to licensees, sponsors, and attorneys.
• Ad hoc assignments and projects as required or assigned, such as abandoning files and assisting with sorting, printing, and organizing invention disclosures and patents.
• Other general office tasks as assigned.

Basic Qualifications

• Bachelor's degree or at least 3 years of technology transfer and/or patent prosecution experience.
• Must possess excellent customer service skills, including strong interpersonal, verbal, and written communication and analytical skills.
• Must have excellent organizational skills, as the successful candidate will need to handle multiple tasks concurrently and work efficiently in an evolving environment.
• Must be able to demonstrate good judgment and work independently and as a team with a high degree of initiative.
• Excellent computer skills, including experience with databases.
• Attention to detail with clear understanding of how to prioritize workload and manage multi-task projects appropriately.

Preferred Qualifications

• Understanding of university technology transfer, legal documents, and/or intellectual property.
• Experience managing compliance obligations, federal reporting, and/or working in iEdison.

Required Documents

• Resume

Hiring Range

$37.25 - $44.25 per hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.

EEO Statement

Caltech is an equal opportunity employer and, as a federal contractor, takes affirmative action to employ qualified individuals with disabilities and protected veterans. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other characteristic protected by law.

Disability Accommodations

Caltech complies with the Fair Employment and Housing Act (FEHA) and the Americans with Disabilities Act (ADA). We consider reasonable accommodation measures that may be necessary for eligible applicants and employees to perform the essential functions of a position.

If you would like to request an accommodation to complete this application, interview, or otherwise participate in the employee selection process, please contact Caltech Recruiting at [e-mail].

Additionally, if you do not meet the basic qualifications of a role but believe you can perform the essential functions of the job with reasonable accommodation, please reach out to Caltech Recruiting at [e-mail].