Senior Administrative Coordinator - IP Docketing

California-Institute-of-Technology; Pasadena (CA); On-site; USD 41,000 - 50,000; Full time

Benefits offered by this job

Health insurance

Tuition reimbursement

Paid time off

Job summary

Caltech in Pasadena, CA seeks an Administrative Specialist to perform complex docketing, clerical support for the Office of Technology Transfer and Corporate Partnerships. You will review USPTO documents, maintain patent databases, and coordinate with inventors, lawyers, and licensing staff to ensure accurate patent data and timely actions.

The ideal candidate has a Bachelor's degree, strong communication, organizational and multitasking skills, and experience with databases.

Qualifications

• Bachelor’s degree or equivalent.
• Excellent customer service, interpersonal, verbal and written communication.
• Strong organizational skills; multitask in evolving environments.
• Good judgment; able to work independently and in a team.
• Excellent computer skills, including experience with databases.

Responsibilities

• Perform complex docketing, administrative and clerical support for the Office of Technology Transfer and Corporate Partnerships.
• Review and understand USPTO documents and outside counsel materials; maintain patent databases for timely tracking of actions and deadlines.
• Coordinate with licensing staff, inventors, collaborators and law firms to ensure patent data accuracy.
• File patent/license documents, create and maintain records in PUTTS database, prepare correspondence to licensees and attorneys.
• Track and process Visiting Scientist Agreements; support sorting, printing, and organizing invention disclosures and patents.
• Provide general office support as assigned.

Skills

Bachelor's degree

Customer service

Organizational skills

Multitasking

Communication (oral and written)

Database experience

Education

Bachelor’s degree or equivalent

Tools

Databases

PUTTS database

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.

• 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.
• 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

• 3 years of technology transfer and/or patent prosecution experience.
• Understanding of university technology transfer, legal documents, and/or intellectual property.

Required Documents

• Resume

Hiring Range

$30.75 - $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

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] .