Student Administrative Aide 2 - Office of Intellectual Property Management
Tulane University, New Orleans, LA, United States
Job Description
This is a temp Position
The Operations Coordinator for the Office of Intellectual Property Management (OIPM) is a key operational and administrative role established to expand capacity, improve efficiency, and provide continuity in core office functions. This role evolves beyond traditional secretarial duties to assume meaningful ownership of financial, process, reporting, and coordination tasks, thereby supporting the strategic priorities of OIPM and enabling the Director to devote full attention to intellectual property (IP) strategic, legal, and portfolio matters.
As the operational backbone of the office, the Operations Coordinator will manage day‑to‑day administrative and systems processes; serve as a liaison among faculty, assist Licensing officers in scouting for new technologies, assist OIPM staff, university offices, and external vendors; and maintain high standards of accountability, detail, and service. This position helps establish and maintain systems, workflows, controls, and reporting mechanisms that support consistent, reliable management of Tulane’s IP operations.
By entrusting this role with core operational responsibilities, OIPM ensures continuity, reduces bottlenecks, and elevates institutional capacity. The position is critical to the success of OIPM’s mission, as it frees senior leadership to engage in strategy, counsel oversight, and higher‑level coordination.
Required Education And Experience
Bachelor’s degree preferred; Associate degree or equivalent experience considered.
Preferred 2–5 years of experience in administrative, operations, or program coordination roles—preferably in higher education, research administration, or technology transfer.
Required Knowledge, Skills, Abilities/Competencies Typically Needed to Perform This Job Successfully
Strong organizational skills and attention to detail.
Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines.
Proficiency in MS Word, Excel, computer databases, and Access.
Knowledge of and the ability to use various standardized office equipment such as telephones, computers, fax machines, copiers, etc.
Excellent oral and written communication skills, as well as the ability to interact with individuals internal and external to the organization in an effective, courteous, and productive manner.
Experience with intellectual property management software (e.g., Wellspring Sophia) and electronic signature (e.g., Adobe Sign) platforms.
Experience with university finance systems (e.g., Concur, procurement, P‑cards) or equivalent.
Basic understanding of contract administration, purchasing, and vendor interaction.
Ability to complete tasks independently using effective time management skills.
Ability to work as a team and organize a team approach to manage departmental tasks.
Discretion, confidentiality, and good judgment in handling sensitive information.
Eagerness to learn and take initiative in improving office workflows and systems.
Responsibilities Financial & Administrative Support
Serve as reviewer and preparer of expense reimbursements, P‑card/T&E card submissions, and travel requests in Concur or equivalent; monitor for compliance and elevate as needed.
Process purchase requisitions, orders, invoices, and expense files, coordinate with the Controller’s Office, Accounts Payable, and Procurement.
Monitor and assist with monthly budget vs. actual reporting; identify variances and flag anomalies for leadership.
Manage internal cost‑recovery records, tracking departmental recharges, grant or internal fund allocations, and interdepartmental billing.
Assist with payroll reconciliation, timesheet audits, and workforce logistics for OIPM staff (in coordination with HR/Payroll).
30%
Office & Event Coordination
Act as the primary administrative point of contact for faculty inventors, staff, external vendors, consultants, and outside counsel on routine matters.
Schedule, coordinate, and support OIPM meetings, seminars, and internal events (venue, catering, technology, travel).
Maintain office supplies, equipment inventories, and facilities coordination with Campus Services.
Manage mail, courier activities, document scanning and archiving, and general receptionist duties as needed.
Assist with onboarding of new OIPM employees: workspace setup, system access requests, orientation logistics.
20%
Systems, Reporting & Data Support
Support the Director by running routine system queries, preparing dashboard reports, and extracting data from the IP management system (e.g., Wellspring).
Assist in data quality checks, validation, and cleansing of records within OIPM databases.
Maintain and update office metrics, performance indicators, and standard reports (e.g., monthly operational summaries).
Coordinate with TUII or central IT on minor system changes, user support tickets, and training for OIPM staff.
Document workflows, maintain procedural manuals, and assist in drafting or updating standard operating procedures.
20%
Compliance, Document Management & Liaison
Assist with compliance with university policies, export control, and contract document routing and filing.
Manage document templates, routing of NDAs, MTA requests, confidentiality agreements, and ensure version control.
Support internal audits by organizing records, compiling requested documentation, and providing data or operational context.
Serve as liaison with internal offices (e.g., Research Administration, Contract Office, Procurement) on routine matters and coordinate responses.
15%
Program & Research Support
Assist Licensing Officers in early‑stage technology scouting and evaluation, including identifying promising inventions within Tulane’s research portfolio.
Coordinate scheduling and logistics for inventor interviews, internal review committees, and innovation pipeline meetings.
Maintain and update tracking tools for disclosures, assessments, and external company outreach to ensure alignment between the licensing and operations teams.
Provide general research and administrative support for marketing materials, invention summaries, and reports that advance Tulane’s commercialization and partnership activities.
10%
Other Duties
Undertake special projects or tasks as assigned by the Director or Executive Director.
Monitor emerging tools or process improvements that could enhance office efficiency and propose pilot implementations.
Cross‑train backup functions for administrative coverage across OIPM as needed.
10%
Qualifications Preferred Qualifications
Graduate degree.
Experience working for an academic/higher education institution, tech transfer office, law firm, or other IP‑related setting.
Proficiency in using online tools, cloud‑based storage, and electronic document management systems.
Familiarity with research administration or intellectual property management systems (e.g., Wellspring Sophia).
Demonstrated ability to work independently and set work priorities with minimal supervision.
Demonstrated ability to manage many projects and relationships simultaneously across a broad range of innovations and markets.
Experience with budget forecasting, reconciliation, or financial reporting.
Ability to build rapport and trust with faculty, colleagues, and stakeholders.
Exposure to procurement, contract management, or vendor relations in an enterprise environment.
Technology transfer experience managing the flow of research innovation, contracts, and other aspects of technology commercialization.
About Us Tulane University is an equal opportunity educator and employer committed to providing an education and employment environment free of unlawful discrimination, harassment, and retaliation. Legally protected demographic classifications (such as a person’s race, color, religion, age, sex, national origin, shared ancestry, disability, genetics, veteran status, or any other characteristic protected by federal, state, or local laws) are not relied upon as an eligibility, selection or participation criteria for Tulane’s employment or educational programs or activities.
Tulane University is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing an application or during any phase of the interview process, please contact the Office of Human Resources by phone at 504‑865‑4748 or by email at hr@tulane.edu.
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The Operations Coordinator for the Office of Intellectual Property Management (OIPM) is a key operational and administrative role established to expand capacity, improve efficiency, and provide continuity in core office functions. This role evolves beyond traditional secretarial duties to assume meaningful ownership of financial, process, reporting, and coordination tasks, thereby supporting the strategic priorities of OIPM and enabling the Director to devote full attention to intellectual property (IP) strategic, legal, and portfolio matters.
As the operational backbone of the office, the Operations Coordinator will manage day‑to‑day administrative and systems processes; serve as a liaison among faculty, assist Licensing officers in scouting for new technologies, assist OIPM staff, university offices, and external vendors; and maintain high standards of accountability, detail, and service. This position helps establish and maintain systems, workflows, controls, and reporting mechanisms that support consistent, reliable management of Tulane’s IP operations.
By entrusting this role with core operational responsibilities, OIPM ensures continuity, reduces bottlenecks, and elevates institutional capacity. The position is critical to the success of OIPM’s mission, as it frees senior leadership to engage in strategy, counsel oversight, and higher‑level coordination.
Required Education And Experience
Bachelor’s degree preferred; Associate degree or equivalent experience considered.
Preferred 2–5 years of experience in administrative, operations, or program coordination roles—preferably in higher education, research administration, or technology transfer.
Required Knowledge, Skills, Abilities/Competencies Typically Needed to Perform This Job Successfully
Strong organizational skills and attention to detail.
Ability to manage multiple tasks simultaneously, prioritize effectively, and meet deadlines.
Proficiency in MS Word, Excel, computer databases, and Access.
Knowledge of and the ability to use various standardized office equipment such as telephones, computers, fax machines, copiers, etc.
Excellent oral and written communication skills, as well as the ability to interact with individuals internal and external to the organization in an effective, courteous, and productive manner.
Experience with intellectual property management software (e.g., Wellspring Sophia) and electronic signature (e.g., Adobe Sign) platforms.
Experience with university finance systems (e.g., Concur, procurement, P‑cards) or equivalent.
Basic understanding of contract administration, purchasing, and vendor interaction.
Ability to complete tasks independently using effective time management skills.
Ability to work as a team and organize a team approach to manage departmental tasks.
Discretion, confidentiality, and good judgment in handling sensitive information.
Eagerness to learn and take initiative in improving office workflows and systems.
Responsibilities Financial & Administrative Support
Serve as reviewer and preparer of expense reimbursements, P‑card/T&E card submissions, and travel requests in Concur or equivalent; monitor for compliance and elevate as needed.
Process purchase requisitions, orders, invoices, and expense files, coordinate with the Controller’s Office, Accounts Payable, and Procurement.
Monitor and assist with monthly budget vs. actual reporting; identify variances and flag anomalies for leadership.
Manage internal cost‑recovery records, tracking departmental recharges, grant or internal fund allocations, and interdepartmental billing.
Assist with payroll reconciliation, timesheet audits, and workforce logistics for OIPM staff (in coordination with HR/Payroll).
30%
Office & Event Coordination
Act as the primary administrative point of contact for faculty inventors, staff, external vendors, consultants, and outside counsel on routine matters.
Schedule, coordinate, and support OIPM meetings, seminars, and internal events (venue, catering, technology, travel).
Maintain office supplies, equipment inventories, and facilities coordination with Campus Services.
Manage mail, courier activities, document scanning and archiving, and general receptionist duties as needed.
Assist with onboarding of new OIPM employees: workspace setup, system access requests, orientation logistics.
20%
Systems, Reporting & Data Support
Support the Director by running routine system queries, preparing dashboard reports, and extracting data from the IP management system (e.g., Wellspring).
Assist in data quality checks, validation, and cleansing of records within OIPM databases.
Maintain and update office metrics, performance indicators, and standard reports (e.g., monthly operational summaries).
Coordinate with TUII or central IT on minor system changes, user support tickets, and training for OIPM staff.
Document workflows, maintain procedural manuals, and assist in drafting or updating standard operating procedures.
20%
Compliance, Document Management & Liaison
Assist with compliance with university policies, export control, and contract document routing and filing.
Manage document templates, routing of NDAs, MTA requests, confidentiality agreements, and ensure version control.
Support internal audits by organizing records, compiling requested documentation, and providing data or operational context.
Serve as liaison with internal offices (e.g., Research Administration, Contract Office, Procurement) on routine matters and coordinate responses.
15%
Program & Research Support
Assist Licensing Officers in early‑stage technology scouting and evaluation, including identifying promising inventions within Tulane’s research portfolio.
Coordinate scheduling and logistics for inventor interviews, internal review committees, and innovation pipeline meetings.
Maintain and update tracking tools for disclosures, assessments, and external company outreach to ensure alignment between the licensing and operations teams.
Provide general research and administrative support for marketing materials, invention summaries, and reports that advance Tulane’s commercialization and partnership activities.
10%
Other Duties
Undertake special projects or tasks as assigned by the Director or Executive Director.
Monitor emerging tools or process improvements that could enhance office efficiency and propose pilot implementations.
Cross‑train backup functions for administrative coverage across OIPM as needed.
10%
Qualifications Preferred Qualifications
Graduate degree.
Experience working for an academic/higher education institution, tech transfer office, law firm, or other IP‑related setting.
Proficiency in using online tools, cloud‑based storage, and electronic document management systems.
Familiarity with research administration or intellectual property management systems (e.g., Wellspring Sophia).
Demonstrated ability to work independently and set work priorities with minimal supervision.
Demonstrated ability to manage many projects and relationships simultaneously across a broad range of innovations and markets.
Experience with budget forecasting, reconciliation, or financial reporting.
Ability to build rapport and trust with faculty, colleagues, and stakeholders.
Exposure to procurement, contract management, or vendor relations in an enterprise environment.
Technology transfer experience managing the flow of research innovation, contracts, and other aspects of technology commercialization.
About Us Tulane University is an equal opportunity educator and employer committed to providing an education and employment environment free of unlawful discrimination, harassment, and retaliation. Legally protected demographic classifications (such as a person’s race, color, religion, age, sex, national origin, shared ancestry, disability, genetics, veteran status, or any other characteristic protected by federal, state, or local laws) are not relied upon as an eligibility, selection or participation criteria for Tulane’s employment or educational programs or activities.
Tulane University is responsible for providing reasonable accommodations to individuals with disabilities throughout the applicant screening process. If you need assistance in completing an application or during any phase of the interview process, please contact the Office of Human Resources by phone at 504‑865‑4748 or by email at hr@tulane.edu.
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