Senior Administrative Coordinator - IP Docketing

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