Intellectual Property Administrator

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Position Summary:
Under the supervision of the Research Data Officer, the Patent and Commercialization Administrator is responsible for the accurate and consistent maintenance of the University's intellectual property (IP) portfolio records, databases, and supporting documentation.

The incumbent coordinates administrative activities related to patent prosecution, monitors and ensures timely follow-up on critical deadlines, and facilitates communication among internal and external stakeholders, including Technology Transfer Managers, inventors, and external patent counsel.

The role requires a high degree of attention to detail, accuracy, organizational skills, and adherence to established procedures to ensure the integrity and reliability of IP information. The incumbent is responsible for reviewing, validating, and maintaining data, identifying and resolving discrepancies, and supporting continuous improvements to administrative processes.

Working within the Research Systems and Planning unit, the incumbent collaborates closely with other administrative coordinators and colleagues to ensure consistent, efficient, and seamless administrative support to the Office of the Vice-President, Research and Innovation (VPRI) and its stakeholders.

Primary Responsibilities:

1. Intellectual Property Data Management and Record Maintenance

• Enter, update, verify, and maintain intellectual property information in databases, patent docketing systems, and electronic records management systems, ensuring that records are complete, accurate, and up to date.
• Review and validate data to identify discrepancies, missing information, and inconsistencies, and take appropriate steps to resolve issues or refer them to the appropriate resource.
• Maintain up-to-date records of invention disclosures, patent applications, issued patents, and related agreements to ensure that information is accurately recorded and consistently maintained across relevant systems.
• Process requests for record updates and modifications, ensuring that changes are accurately recorded, verified, and documented.

2. Patent Administration and Deadline Coordination

• Track, communicate reminders, and follow up on critical deadlines to ensure that required actions are completed accurately and within established timelines. Escalate approaching deadlines when needed.
• Coordinate and communicate administrative activities related to patent filing, prosecution, maintenance fees, and renewals across multiple jurisdictions to relevant stakeholders.
• Liaise with Technology Transfer Managers, external patent agents, foreign associates, and McGill inventors to coordinate administrative requirements, obtain necessary information, and facilitate the timely completion of patent-related activities.
• Follow up on outstanding requests and documentation, ensuring that relevant parties are informed and that administrative activities progress according to established procedures.

3. Data Quality, Compliance, and Process Consistency

• Apply consistent data entry and validation practices to maintain the integrity, accuracy, and reliability of information across systems.
• Identify recurring data quality issues, procedural inconsistencies, or opportunities for improvement, and recommend appropriate corrective measures.
• Provide guidance and clarification to VPRI colleagues regarding data entry requirements, documentation standards, and established administrative procedures.
• Participate in the development, documentation, and implementation of standardized administrative procedures and work methods to improve accuracy, consistency, and operational efficiency.

4. Reporting, Administrative Support and Coordination

• Compile, review, and analyze portfolio data: summary statistics of records, eRAP, and other analysis. Prepare reports and metrics for management, funding agencies, and other stakeholders, ensuring the accuracy and consistency of reported information.
• Respond to information requests and coordinate with relevant colleagues to obtain, validate, and consolidate required data.
• Support administrative activities related to commercialization, licensing, and intellectual property portfolio management.
• Communicate clearly and proactively with internal and external stakeholders to facilitate information sharing, resolve outstanding issues, and ensure timely follow-up on administrative matters.
• Enter and update data in the VPRI grant management system (eRAP)
• Provide coverage for other members of the data team as needed, ensuring consistent adherence to established procedures for data entry and review. Identify and report administrative issues, inefficiencies, and workflow bottlenecks to the manager to support continuous process improvement.

Other Qualifying Skills and/or Abilities:

• Undergraduate degree in Business Administration, Information Systems, Data Management, Computer Science, or a related field.
• Minimum of three years of relevant experience in patent administration, intellectual property management, technology transfer, data management, legal administration, or a related administrative field.
• Experience working with patent law firms, university technology transfer offices, research institutions, or corporate IP departments is considered an asset.
• Experience with patent docketing systems, intellectual property management databases, or similar records management systems.
• Knowledge of patent prosecution processes in major jurisdictions (USPTO, CIPO, EPO, WIPO/PCT) is considered an asset.
• Familiarity with intellectual property management software systems (Inteum, Wellspring Sophia or similar systems) is considered an asset.

• Demonstrated proficiency with information technology systems, software applications, and databases, with the ability to quickly learn and adapt to new technologies.
• Advanced proficiency in Microsoft Excel, including including data organization, validation, analysis, and reporting.
• Demonstrated experience accurately entering, updating, verifying, and maintaining large volumes of information in electronic databases and records management systems.
• Exceptional attention to detail to prepare documents that are consistently of the highest quality.
• Strong organizational skills.
• Ability to work under pressure on multiple projects and meet strict deadlines.
• Self-motivated and a strong team player.
• Knowledge of the university environment.
• Experience in a PC environment. Excellent oral and written skills (English and French)

As one of Montreal's Top Employers, here is what we offer:

• Competitive benefits package (Health, Dental, Life Insurance) (if eligible)
• Defined contribution pension plan (with employer contribution up to 10%) (if eligible)
• Group Registered Retirement Savings Plan (RRSP) and Tax Free Savings Account (TFSA)
• Competitive vacation policy
• Two (2) personal days
• Two (2) floating holidays
• Nine (9) "Summer Fridays" - paid days off between the St-Jean Baptiste holiday and Labour Day
• Paid time off over the December holiday period
• Tuition waiver for regular employees and their dependents
• Up to two (2) days of remote work per week where the position permits

Before applying, please note that to work at McGill University, you must be both authorized to work in Canada and willing to work in the province of Quebec at the campus where the position is based / located.

Knowledge of English: McGill University is an English-language university where day to day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level # (qualifier) on a scale of 0-4.

For a definition of our language proficiency levels, please click here.

Minimum Education and Experience:

DEC III 3 Years Related Experience /

Hourly Salary:

(MUNACA Level H) $33.05 - $40.97

Hours per Week:

33.75 (Full time)

Supervisor:

Research Data Officer

Position End Date (If applicable):

Deadline to Apply:

2026-11-26

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected].