Worcester Polytechnic Institute - WPI
BusinessOfficeCoordinator
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“Business Office Coordinator at Worcester Polytechnic Institute - WPI. Skills: process management, cross-functional coordination, vendor/stakeholder management, operational metrics, resource planning, continuous improvement. Assists at a highly competent and confidential level with the business management needs of the Office of Technology Commercialization (OTC). Provides business management support to meet the information management and communication needs of interfacing with a diverse base of i”
What You'll Achieve.
meet the information management and communication needs; improve process flows; maintains the integrity of the Wellspring IP database; ensure the completion of required documents; staying within budget; ensure compliance
Industry & Context.
resolve problems
What They're Looking For.
Must Have
Bachelor's degree, 5-10 years of experience
What You'll Do.
Assists at a highly competent and confidential level with the business management needs of the Office of Technology Commercialization (OTC)
Provides business management support to meet the information management and communication needs of interfacing with a diverse base of internal and external contacts involved with WPI research and Technology Transfer
Acts as a liaison between faculty
and suppliers (stakeholders)
Guides and manages the disclosure intake process
Oversees case management and maintains the integrity of the Wellspring IP database
patent filing documents
Reviews and manages correspondence from all stakeholders
independently taking action as necessary
Coordinates with stakeholders to ensure the completion of required documents
Assists retained law offices with disclosures
and required signature documents
Participates in team review meetings for decisions on patenting and commercialization of inventions
Participates in discussions
and supports decisions in managing the IP portfolio within the WPI ecosystem
Creates reports for provisional patent decisions quarterly and as needed for regular portfolio reviews
Creates reports for complete IP portfolio reviews
Manages department accounting functions in Workday
including processing law office invoices
Actively manages the General Operating department budget and reporting with an emphasis on staying within budget
and associated accounting
Creates reports to forecast legal expenses and operational expenses
Actively manages the Non-Operating department budget (Gifts & Designated Funds)
Serves as a subject matter expert for Workday-related activities and the primary contact for the office's financial matters
Monitors patent expenses and scrutinizes law firm invoices
and customer invoices
Manages IP correspondence
patent maintenance/annuities with IP attorneys
and as necessary with CPA Global/Annuity services provider
Manages projects and related activities for award programs and patent recognition with internal and external customers (NAI
Manages the office's general mailbox correspondence and takes actions as needed
Responsible for compliance with federal reporting pursuant to the Bayh-Dole Act of 1980
Interfaces with the Office of Sponsored Programs for IP & Grant compliance and grant closeouts
Liaises with other WPI departments to resolve problems and ensure compliance
Performs all other duties and responsibilities as assigned or directed by the supervisor
How You'll Work.
Team & Collaboration
interfacing with WPI research faculty, students, staff, and various administrative departments within WPI; interfacing with a diverse base of internal and external contacts involved with WPI research and Technology Transfer; collaborates internally with the Director and Licensing Associate to improve process flows; Participates in team review meetings; Participates in discussions, provides advice, and supports decisions in managing the IP portfolio within the WPI ecosystem; Liaises with other WPI departments to resolve problems and ensure compliance
Communication Scope
communication needs; Reviews and manages correspondence from all stakeholders; Manages IP correspondence; Manages the office's general mailbox correspondence
Process & Methodology
program management, Manages projects and related activities for award programs and patent recognition
Full Job Description
**JOB TITLE** Business Office Coordinator **LOCATION** Worcester **DEPARTMENT NAME** Technology Commercialization **DIVISION NAME** Worcester Polytechnic Institute - WPI **JOB DESCRIPTION SUMMARY** This position assists at a highly competent and confidential level with the business management needs of the Office of Technology Commercialization (OTC), interfacing with WPI research faculty, students, staff, and various administrative departments within WPI that impact or are impacted by the university’s research activities. This position provides business management support to meet the information management and communication needs of interfacing with a diverse base of internal and external contacts involved with WPI research and Technology Transfer at the direction of the Director of the Office of Technology Commercialization. **JOB DESCRIPTION** **Responsibilities:** * Acts as a liaison between faculty, staff, students, attorneys, external customers, and suppliers (stakeholders). * Guides and manages the disclosure intake process and collaborates internally with the Director and Licensing Associate to improve process flows. * Oversees case management and maintains the integrity of the Wellspring IP database, including disclosure, patent filing documents, and decisions. This includes generating docket reports, IP docketing, and tracking deadlines and statuses. * Reviews and manages correspondence from all stakeholders, independently taking action as necessary. * Coordinates with stakeholders to ensure the completion of required documents. * Assists retained law offices with disclosures, information, inventor documents, and required signature documents. * Participates in team review meetings for decisions on patenting and commercialization of inventions. * Participates in discussions, provides advice, and supports decisions in managing the IP portfolio within the WPI ecosystem. * Creates reports for provisional patent decisions quarterly and as needed for regular port
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