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Commercialization Coordinator

Buffalo, New York ~ October 03, 2018

The Commercialization Coordinator supports the Technology Transfer Office, a unit of Business and Entrepreneur Partnerships.
The ideal candidate will be reliable, motivated, efficient, outcome-driven, and thrive in a fast-paced environment.
The Commercialization Coordinator reports to the Director in Technology Transfer. Technology Transfer and BEP supports commercialization of UB technologies and connects industry with UB faculty for research and development support.
Duties include -
Office Administrative Support:
• Commercialization Manager Support: calendar and scheduling; call screening and triage; file maintenance; mail screening and preparation; drafting and preparing documents and correspondence.
• Operator phone calls and visitor greeting, second chair (to Administrative Assistant): Triage calls, address questions as able or forward caller to appropriate staff member; respond to visitor requests or refer to appropriate staff for meetings, etc.
• Process and distribute incoming mail prepare and process outgoing mail (back up to Administrative Assistant).
• Back up to Administrative Assistant for records management: electronic and hardcopy filing of documents and other records.
Docket Administration:
• New Technology Disclosure entry: triage and troubleshoot new NTD forms; enter into docket database; generate assessment forms; create folders and distribute to appropriate staff; maintain even distribution of NTDs to Commercialization Managers; communicate with inventors as required.
• NTD assessment reporting and monitoring: Run 2 month, 3 month, 6 month and 12 month reports to monitor for timely completion of written assessments in eCabinet and record documents and status in Inteum; ensure NCS is written and entered in database; report progress or deficiencies to CM and Director; assist CMs as needed.
• Investigate special issues, such as sponsor requirements and reporting.
• Maintain working knowledge of RF Community Chest subscriptions (e.g. BioPharm Insight, Frost & Sullivan, InnovationQ, ZoomInfo) sufficient for limited research assignments and providing initial training to interns and graduate assistants.
• Conduct limited research as requested by managers and director using RF Community Chest subscriptions, UB libraries and internet, and prepare reports.
• Administer NTD file closing process at the direction of Commercialization Managers: Record status change in Inteum, complete record entries and assist in preparing and sending inventor notice.
Commercialization Coordination:
• Assist CMs with technology marketing campaigns: assist in prospectus design and proof; research target contact info; prepare and send emails; track contact activity in Inteum and schedule follow-ups for CMs; post Non-Confidential Statements (NCS) and prospectuses to web site, Tech Publisher and other identified web technology posting services.
• Coordinate with CMs to reply to technologies available for licensing requests: Maintain familiarity with technology portfolio; run reports by category or key word searches; collect NCSs, Prospectuses and other materials to respond to requests.
• Coordinate with BEP marketing team as needed for promotion materials, newsletters, events, reporting.
Innovation Outreach:
• Track and support outreach activities to help ensure goals are met: maintain Outreach reporting; work with Commercialization Managers to track and schedule outreach meetings; coordinate department and other group meetings; report progress to staff monthly
Compliance:
• Complete reporting of NTDs to appropriate federal or private industry sponsor using documentation obtained from Sponsored Programs Services.
• Maintain federal reporting requirements, primarily using NIH iEdison.com web-based system; investigate and resolve non-compliant records.
• Implement new Bayh-Dole requirements that became effective May 13, 2018.
• Manage Inventor waiver process for NIH and other Federal Sponsors in a timely manner.
• Notifications required by third parties in case of IIA. Process Certificates of Correction when required.
• Correspond with SPS for verification of sponsorship and documentation of contracts (for non-federal); review reporting requirements; report to sponsors on actions such as disclosure, patents filed, issued, etc.
• Prepare and submit annual Utilization Reporting through iEdison.
Database Administrator:
• Designated Inteum database administrator: lead person in any database matters; primary contact with Inteum RF User Group and Inteum representatives; establish standard operating procedures with staff input.
• Work with the Tech Transfer staff and RF Inteum User Group (RF Central and other SUNY Tech Transfer offices) to share best practices and to develop and implement enhanced utilization of Inteum Database, including technology portal, inventor portal, Sentinel and other functionality to improve records management and process efficiency. Coordinate with staff to train and implement these enhancements and ensure ongoing active use.
• Establish Inteum standard operating procedures to fulfill federal Bayh-Dole reporting requirements.
• Provide Inteum training and assistance to staff; coordinate with Inteum account manager for same as needed.
• Assist inventors with NTD submissions though the Inventor Portal, including account set up.
• Maintain technologies available for licensing integration with web site.
• Lead any Inteum upgrades or conversions to, or integrations with, new or other databases.
• Prepare reports from Inteum using Crystal Reports; interface with Crystal Report writer at Inteum as needed.
General Reporting:
Utilizing Inteum and other resources, prepare and submit required and requested reports:
• AUTM Annual Licensing Survey
• Veterans Affairs reporting as required under the Invention Management Agreement or equivalent (semi-annual).
• NYSDOH NYSTEM Intellectual Property Activity Report (semi-annual)
• Other reports as requested from various parties: in-house, campus departments, researchers, university and Research Foundation administration.

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