Intellectual Property and Contracts Administrator

Summary

Midwestern University (MWU) handles a wide variety of research-related agreements and manages a growing intellectual property (IP) portfolio. The IP & Contracts Administrator will provide paralegal and administrative support, with contract review and revision serving as a core and ongoing function of the role across both our Arizona and Illinois campuses. The position can be based on either the Downers Grove, IL campus or the Glendale, AZ campus in the Office of Research & Sponsored Programs (ORSP) and reports to the Senior IP and Contracts Administrator.

Essential Duties and Responsibilities

Contract-Related Work Performed

• Assist the Senior IP and Contracts Administrator with contract-related administrative tasks.
• Assist in the review, editing, and tracking of research-related contracts, grants, and technology transfer contracts with private industry, academic and non-profit institutions, and state, local, and federal entities while keeping MWU’s best interests in mind.
• Support the negotiation of template Confidentiality Agreements, Data Use Agreements, Material Transfer Agreements, Assignment Agreements, grant agreements, subawards, and service contract agreements for capital research equipment; support the department in the review and negotiation of other types of agreements, as needed.
• Work with Grant Specialists on grant agreements and subawards; ensure ORSP is aware of and can comply with grant and subaward terms and conditions.
• Communicate with faculty needing a contract and other stakeholders in order to ensure: the agreement meets faculty needs, aligns with MWU policy, and the research and details of the arrangement are accurate.
• Identify contractual risks, challenging terms and provisions, MWU obligations, statutory and regulatory compliance requirements, and when to present concerns to ORSP supervisors.
• Explain contract language, terms, conditions, and requirements to faculty, as needed, so that the researchers understand their obligations, particularly special or unique responsibilities, MWU risks, and why MWU is accepting or not accepting certain provisions.
• Perform other related assignments, as requested by the Associate Director of Research & Sponsored Programs, the Assistant VP of Research, or the Senior IP and Contracts Administrator.

IP-Related Work Performed

• Assist in MWU’s invention disclosure processing, including supporting MWU’s patent committee
• Provide support and assistance to inventors submitting invention disclosures to the ORSP and provide updates and feedback to the inventors
• Help maintain IP files, records, and databases for docketing of patent prosecution activities

Qualifications

Bachelor’s degree in a related field is required. Paralegal degree and/or paralegal certification from an American Bar Association approved program is desired and/or must have at least 1–3 years of experience in a legal office or supporting contracts, legal, or research administration functions within a university or healthcare setting, including general contract negotiation and contract administration.

Must have the ability to translate complex legal language and advise stakeholders on obligations, risks, and institutional decisions. Must be skilled in identifying contractual risks, interpreting legal frameworks, and ensuring compliance with statutory, regulatory, grant, and subaward requirements.

Skills

• Must proficiently collaborate with all members of the MWU community, including outside IP attorneys.
• Display professionalism, genuine service and a "can do" attitude with all internal and external clients.
• Exacting attention to detail, high quality work standards and the ability to prioritize.
• Excellent analytical, organizational, and communication skills.
• Ability to handle multiple priorities and meet multiple deadlines.
• Skill in the English language and grammar.
• Skill in both verbal and written communication.
• An understanding of the commercialization process.
• Demonstrated experience with or capability to process complex material, including contract terms, IP law, and data and privacy laws.
• General experience and knowledge of business practices in a legal, research university/college, or healthcare setting, particularly those experiences related to contracts, intellectual property, and technology transfer.