Senior Administrative Coordinator - IP Docketing

California Institute of Technology; Pasadena (CA); On-site; USD 40,000 - 50,000; Full time

Job summary

California Institute of Technology in Pasadena, CA is seeking an Administrative Support Specialist for the Office of Technology Transfer and Corporate Partnerships. You will manage docketing, review USPTO docs, and maintain patent databases to ensure timely actions and accurate decisions.

Ideal candidates have a Bachelor's degree with 3+ years in tech transfer or patent prosecution, strong communication, organizational skills, and proficiency with databases.

Qualifications

• Bachelor's degree or equivalent with 3+ years in tech transfer and/or patent prosecution.
• Administrative support experience.
• Excellent customer service with strong interpersonal, verbal and written communication and analytical skills.
• Excellent organizational skills and ability to multitask in a changing 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 Directors for Operations and licensing professionals.
• Create and maintain records in Caltech's Patent Utilization Technology Transfer (PUTTS) database.
• Docket and monitor actionable items in technology transfer management and patent prosecution/maintenance.
• Coordinate with licensing staff, inventors, collaborators, joint owners, and law firms for data accuracy.
• File patent/license documents, create new files, and prepare correspondence to licensees, sponsors, and attorneys.
• Track and process Visiting Scientist Agreements.
• Ad hoc assignments and projects such as abandoning files and organizing invention disclosures and patents.
• Other general office tasks as assigned.

Skills

Customer service

Interpersonal skills

Verbal communication

Written communication

Analytical skills

Organizational skills

Multitasking

Database skills

Independent work

Education

Bachelor's degree or equivalent

Tools

Databases

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

Performs complex and diverse docketing, administrative, and clerical support functions for the Office of Technology Transfer and Corporate Partnerships. Responsibilities include, but are not limited to, reviewing and understanding official documents from the United States Patent and Trademark Office (USPTO) and outside counsel; maintaining and updating patent databases to ensure timely and accurate tracking of actions and deadlines; and working closely with internal staff to maintain consistency, accuracy, and integrity of patent-related decisions and information.

Essential Job Duties

• Provide general administrative support to the Directors for Operations and licensing professionals.
• Creation and maintenance of records in Caltech's Patent Utilization Technology Transfer (PUTTS) database.
• Perform highly specialized tasks relating to technology transfer management and the patent prosecution and maintenance process. Docket and monitor actionable items.
• Coordinate with licensing staff, inventors, collaborators, joint owners, and law firms, as needed, to obtain required information to ensure invention and patent data accuracy.
• File patent/license documents, create new files, and prepare correspondence to licensees, sponsors, and attorneys.
• Track and process Visiting Scientist Agreements.
• 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 equivalent with at least 3 years of technology transfer and/or patent prosecution experience.
• Administrative support experience.
• Must possess excellent customer service skills, including strong interpersonal, verbal and written communication, and analytical skills.
• Must have excellent organizational skills and be able 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.

Required Documents

• Resume

Hiring Range

$29.00 - $36.00 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

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

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].