Description

Job Summary

The Manager, Operations & Finance of the Technology Transfer Office (TTO) serves as the primary operational and financial administrator for the office’s technology commercialization activities. This position is responsible for both the management and direct execution of complex financial, budgeting, intellectual property, compliance, and reporting functions in collaboration with TTO leadership, staff, university stakeholders, and external counsel. Responsibilities include managing and maintaining intellectual property records throughout the lifecycle process, monitoring agreements and license compliance, supporting federal reporting requirements, and ensuring adherence to university policies and external regulations. This position supports operational planning, documentation and data management, and continuous improvement initiatives.

Essential Functions

Collaborates with the TTO Director to implement strategic initiatives, refine office policies, and enhance workflows. Monitors and maintains IP management, contract tracking, and data systems. Manages office operations, including inventory, records, and administrative processes; supports TTO website coordination and general information requests. Ensures effective day-to-day operations and high-quality execution of TTO activities and events.

Manages operational and patent budget administration, including forecasting, monitoring, analysis, and reporting, to support effective financial planning and resource allocation. Ensures compliance with University IP policies and applicable financial guidelines. Manages and directly administers the legal and operational expense processes, including invoicing, fund collection, disbursements, and royalty revenue distribution. Administers the financial and administrative processes related to purchase orders, legal billing, vendor payments, and travel arrangements by coordinating timelines, funding sources, payees, and payment requirements. Maintains the integrity of financial records, performs associated reconciliation and recordkeeping activities, and facilitates the timely execution of financial obligations in support of program activities.

Manages the University's IP portfolio, overseeing and directly administering the lifecycle of invention disclosures, patent filings, prosecution, maintenance, and copyright registrations, partnering with TTO staff and external legal counsel. Ensures compliance with filing requirements, contractual obligations, and deadlines while monitoring portfolio status. Serves as the primary administrative liaison with external counsel to relay information, monitor progress, and manage the assignment of matters to approved law firms in accordance with established guidelines. Escalates complex issues to appropriate stakeholders, with content decisions and approvals remaining with TTO leadership and legal counsel.

Oversees institutional compliance with sponsor intellectual property obligations and associated reporting requirements, ensuring adherence to contractual terms and regulatory timelines. Manages and directly performs the preparation, review, and submission of required documentation, including invention reports, confirmatory licenses, and DD882s, and federal reporting through systems such as iEdison. Collaborates with faculty, post-award administration, and external agencies to ensure accurate, timely, and compliant reporting. Monitors annuity and maintenance fee administration through external vendors.

Provides guidance on intellectual property processes and requirements; responds to internal and external inquiries; supports collaboration among TTO staff and stakeholders to advance operational and commercialization objectives.

Manages intellectual property records and data administration, ensuring the accuracy and integrity of agreements, invention disclosures, licensing activity maintained in TTO systems. Develops, prepares, and analyzes reports on patents, licensing, compliance and operational activities to support operational planning and stakeholder decision-making. Monitors and administers licensee performance and compliance with financial and non-financial obligations, reporting requirements, and agreement terms. Supports supervision of TTO staff through coordination of team activities, administration of time and attendance and assistance with personnel-related administrative functions. Oversees and directly administers licensee reimbursement activities

Other Functions

Performs other duties as assigned.

Requirements

Minimum Qualifications

Bachelor’s degree with four (4) years of relevant experience.

Experience managing budgets and financial operations.

Excellent communication (verbal and written) and interpersonal skills, with a focus on collaboration.

Outstanding organizational skills, high level of attention to detail, analytical ability, able to work on multiple projects simultaneously, capable of self-direction, ability to deal diplomatically with people at all levels, solid decision-making skills, and judgment.

Demonstrated ability to work both independently and in a team environment, ensuring tasks are completed within deadlines.

Intermediate proficiency with MS Office Applications, including Excel and Word.

High degree of discretion; experience managing confidential information.

Preferred Qualifications

Experience in operations and financial management in a university technology transfer or research environment.

Thorough knowledge of IP management and compliance requirements in a university setting.

Thorough knowledge of IP protection.

Thorough knowledge and understanding of the University’s Intellectual Property Policy.

Thorough knowledge or familiarity with the Bayh-Dole Act.

Familiarity with Kuali or other research administrative platform.

Experience using the Inteum/Minuet database or other database programs.

General knowledge of the University’s Summit Finance system.

Knowledge of the NIST/iEdison reporting system.