Intellectual Property Coordinator

Tufts University•Boston, MA

1d•$30 - $41•Hybrid

About The Position

The Office of the Vice Provost for Research (OVPR) provides leadership and oversight for Tufts University’s research enterprise, supporting programs and offices that advance research, innovation, and impact. Technology Commercialization (TC), within OVPR, facilitates the transfer of Tufts University research from the lab to the marketplace for public benefit. TC manages the University’s intellectual property portfolio, including invention evaluation, patenting, licensing, and the fostering of new ventures, while supporting faculty and student entrepreneurs. Through this work, TC helps translate Tufts research into real‑world solutions that deliver public and societal benefit. This is a unique opportunity to support and help strengthen Technology Commercialization at Tufts University. The Intellectual Property Coordinator plays a pivotal role in ensuring the integrity and scalability of TC’s intellectual property and commercialization operations, with exposure to the full lifecycle of university innovation—including intellectual property management, regulatory compliance, financial operations, and the commercialization of research discoveries. TC is a collaborative, detail‑driven team that values continuous improvement and thoughtful problem‑solving. This position is eligible for a hybrid work arrangement, in accordance with University policy.

Requirements

A Bachelor’s degree, or an equivalent combination of education and related experience (additional relevant experience may be substituted on an equivalent year‑for‑year basis).
Two to five years of progressively responsible experience in administrative, operational, or intellectual property‑related roles.
Demonstrated ability to manage complex workflows, prioritize multiple demands, and meet time‑sensitive deadlines with accuracy and attention to detail.
Ability to effectively use, maintain, and manage specialized intellectual property and compliance systems, with demonstrated experience preferred.
Advanced proficiency with Microsoft Office (Word, Excel, Outlook) and the ability to quickly learn and effectively use enterprise, IP, and financial systems.
Excellent written and verbal communication skills, with the ability to clearly convey complex or technical information to diverse internal and external audiences.
Strong interpersonal and collaboration skills, with a demonstrated ability to work effectively in a service‑oriented, team‑based environment.

Nice To Haves

Prior operational or administrative experience in an academic technology commercialization, technology transfer, or research administration setting.
Understanding of the university research environment, including sponsored research and intellectual property policies and practices.
Familiarity with intellectual property and federal compliance systems such as iEdison, Inteum, CPI Real‑Time, and Thomson Legal Tracker.
Experience working with legal counsel, external vendors, or service providers in a coordinated operational environment.

Responsibilities

IP Docketing and Database Operations
Support and maintain TC’s intellectual property database systems (Inteum, Legal Tracker, CPI) to ensure accurate, timely, and compliant docketing.
Process invention disclosures and agreement requests submitted through TC’s online portal.
Track patent‑related deadlines and coordinate docketing activity with in‑house counsel, outside patent counsel, and external docketing service providers.
Regulatory Reporting and Compliance Support
Assist with updates to the iEdison government reporting system, including invention reporting, title elections, confirmatory licenses, and utilization reporting.
Support compliance with federal and institutional requirements related to federally funded research and intellectual property management.
Financial and Administrative Operations
Support IP‑related financial activities, including review and processing of external law firm invoices and other TC expenses.
Assist with invoicing, reimbursement processing, commercialization income tracking, and preparation of disbursements to internal and external stakeholders.
Contribute to the development and improvement of administrative and financial workflows to enhance efficiency, transparency, and audit readiness.
Operational and Administrative Support
Provide high‑level administrative support across TC’s operations.
Assist with documentation, process improvements, and cross‑team coordination in support of TC’s strategic and operational goals.