Licensing Associate I

Classification

Licensing Associate I

About the Role

This position provides support in the management of all aspects of the patenting process, including data entry and ongoing maintenance of the Tech Licensing (TL) database and electronic records. The Licensing Associate I maintains technology and patent records throughout the lifecycle of each technology, from disclosure to closure, and ensures accurate data entry for reliable reporting and analytics.

Portfolio Management Responsibilities

• Participate in oral disclosure and follow-up meetings with inventors to assure completeness of disclosure and receipt of related supporting documents
• Track publication dates for patent bar deadlines
• Maintain a shadow docket within the IP portfolio and assist outside attorneys in obtaining instructions for prosecution decisions within a timely manner
• Maintain reminder system for standard deadlines and milestones in prosecution and assure accuracy of patent and technology records in database
• Provide final authorization to counsel for any action and filing of any communications for non-action items
• Ensure records and decisions comply with the UF Intellectual Property Policy and provide prompt notice to inventors regarding timely review decisions
• Initiate and maintain communications with inventors and licensees to support appropriate filing, prosecution and maintenance of filings with the USPTO and foreign patent offices
• Draft clear and concise communications relating to patent prosecution and case management
• Review all patent, copyright, and trademark related correspondences to ensure accuracy, completeness, and timeliness
• Track and regularly monitor each case for impending prosecution deadlines and consult with supervisor to confirm instructions on an action to assure IP rights are appropriately maintained
• Assist in ensuring all agreement records in database including license/options, Confidential Disclosure Agreements, and IIAs are accurate and complete
• Assist with coordination of invention reporting efforts and patent filings with collaborative institutions, labs, and outside industry partners under specific agreements

Administrative Responsibilities

• Become an expert user of Tech Licensing's database, assuring information pertaining to all technologies, applicable patents and IP related to agreements are timely entered and correct
• Assure inventors, attorneys and licensees contact information is up to date during life of case
• Become proficient at querying the database and producing reports needed for regular maintenance of the portfolio including quality assurance effort and data consistency
• Assist with confidentiality agreements as needed
• On a daily basis, be aware of and safeguard dissemination of confidential information, which has a specific exemption under Florida's Public Records Law
• Provide input into necessary updates to modernize and improve processes outlined in the Standard Operating Procedures
• Work with the Team of Licensing Associates for possible training when onboarding future Licensing Associates and assisting other licensing teams as necessary when a fellow LA is absent for an extended period
• Perform other duties as assigned

Education and Training Responsibilities

• Stay up to date on changes in patent law as it impacts intellectual property
• Stay current with Federal rules and regulations, UF State and Federal policies
• Complete UF required on-going institutional training as assigned by HR
• Maintain continued education for internal standard operating procedures
• Stay informed on export control regulations and industry specific impacts that affect technology transfer

Required Qualifications

• A bachelor's degree in an appropriate area of specialization or an equivalent combination of education and experience

Preferred Qualifications

• At least two years of directly relevant experience is strongly preferred; if the person has been with UF TL for those past two years or more, their overall performance reviews must exceed expectations for the past two consecutive years, with specific emphasis on exceeding performance metrics
• Associate's degree and/or experience as a legal assistant
• Paralegal experience preferred

Skills

• Knowledge of MS Office programs and ability to work with a complex database
• Ability to deal with stakeholders in a courteous and professional manner
• Ability to work independently
• Excellent written and oral communication skills
• Ability to organize and maintain accurate and complete records
• Excellent human relations skills, including the ability to function in a team setting
• Ability to plan, organize and coordinate work assignments
• Ability to understand and apply applicable rules, regulations, policies and procedures
• Attention to detail
• Ability to track and meet multiple overlapping deadlines
• Ability to multitask and prioritize and handle consistently high volume of work
• General knowledge of U.S. patent law

Application Requirements

In order to be considered, applicants must provide a cover letter, resume, and list of professional references. Application must be submitted by 11:55 p.m. (ET) of the posting end date. This is not a remote position and is located on the University of Florida main campus in Gainesville, FL. A criminal background check is required.

Applications close: 31 August 2026

This response is AI-generated, for reference only.