Licensing Assistant

University of New Hampshire

9d•$25 - $30•Onsite

About The Position

The Licensing Assistant provides detail-intensive administrative database, reporting, and compliance support to the UNH Innovation technology transfer team. The position maintains complete and accurate intellectual property and agreement records in Sophia and related systems; supports federal invention reporting, including iEdison; tracks licensee and sponsor obligations; prepares correspondence and reports; and coordinates documentation across invention disclosure, patent, agreement, and licensing workflows. The role requires discretion, accuracy, sound judgment, and consistent follow-through on time-sensitive requirements.

Requirements

Bachelor’s degree, with related administrative, database, compliance, legal, research administration, finance, or customer-service experience; or technology transfer related experience; or an equivalent combination of education and experience.
Proficiency with Microsoft 365 applications, particularly Outlook, Word, Excel, Teams, and SharePoint, or demonstrated ability to learn comparable tools quickly.
Strong organizational, analytical, written, and verbal communication skills.
Ability to work independently with appropriate supervision, manage competing priorities, recognize issues requiring escalation, and collaborate effectively in a service-oriented environment.
Ability to handle confidential, proprietary, personally identifiable, and legally sensitive information with discretion and in accordance with applicable policy.
Exceptional attention to detail, accuracy, and document control, with demonstrated ability to meet deadlines and maintain reliable follow-up systems.
Ability to learn and consistently apply policies, procedures, agreement requirements, database standards, and reporting instructions.

Nice To Haves

Paralegal training, or coursework in business, law, science, engineering, research administration, or related field.
Experience in university technology transfer, sponsored research administration, intellectual property, legal operations, contract administration, or law firm.
Experience with Sophia or another intellectual property/technology transfer management system; iEdison; Salesforce or another customer relationship management system; and electronic document management.
Familiarity with patents, copyrights, trademarks, licenses, options, inter-institutional agreements, material transfer agreements, and confidentiality agreements.
Experience maintaining compliance calendars, reconciling data, preparing reports, supporting audits, or tracking financial and non-financial contractual obligations.

Responsibilities

Create, maintain, audit, and close invention, intellectual property, agreement, contact, and related records in Sophia and other authorized systems. Enter and validate key dates, parties, funding, ownership, patent data, financial terms, obligations, alerts, status changes, correspondence, and supporting documents. Run routine and ad hoc reports, reconcile discrepancies, and support data cleanup and process improvement.
Support timely and accurate reporting for federally funded inventions and other sponsored obligations. Prepare and maintain iEdison records and supporting documentation; monitor reporting status; coordinate signatures and confirmations; assist with invention, patent, utilization, and closeout reporting; and maintain an auditable record of submissions and agency correspondence. Escalate questions, exceptions, and approaching deadlines to the appropriate licensing professional.
Maintain agreement abstracts, obligation calendars, and compliance records. Track deliverables such as payment dates, royalty reports, annual or utilization reports, diligence milestones, patent reimbursement, insurance certificates, sublicensing notices, audit rights, and other contractual requirements. Prepare reminders and follow-up correspondence, document responses, identify delinquencies or inconsistencies, and refer interpretation or enforcement decisions to the responsible licensing professional.
Receive and route innovation disclosures, patent documents, agreements, royalty reports, and related communications. Prepare routine correspondence, forms, status summaries, signature packets, and meeting materials; maintain organized electronic files; support document execution and record retention; and coordinate with inventors, licensees, outside counsel, campus offices, and government agencies as directed.
Assist with shared inbox coverage, records requests, audits, invoicing or payment documentation, image or other routine licensing inquiries, and special projects. Participate in training, team meetings, and continuous improvement activities. Perform other related duties as assigned.