Intellectual Property Administrator, Technology Transfer & Innovation Office

IP Administrator (Intellectual Property), Technology Transfer & Innovation Office

Research Translation Hub - Technology Transfer & Innovation Office (TTIO)

Position Summary

The IP Administrator supports the IP Strategy Team in the effective administration of KAUST’s intellectual property portfolio. The role is responsible for maintaining patent and finance systems, supporting compliance activities, coordinating with internal and external stakeholders, and providing analytical support as required. The IP Administrator works under the day-to-day supervision of an IP Manager and collaborates with other members of the IP Strategy Team to ensure efficient, accurate, and timely management of IP-related processes.

Major Responsibilities

Patent Systems

• Maintain KAUST’s IP database with a high level of accuracy and diligence.
• Track patent and fee deadlines through the preparation and maintenance of tracking tools and reports that support portfolio management.
• Assist in coordinating the finalization, execution, and submission of documents from external attorneys to ensure patent deadlines are met.
• Liaise with KAUST Government Affairs, researchers, and external attorneys to facilitate timely processing and submission of documentation.
• Coordinate the payment of required patent fees and related expenses in accordance with established processes.
• Ensure that communications from patent offices and external attorneys are circulated to the appropriate IP Strategy Team members.
• Act as a point of contact with external attorneys and service providers regarding patent administration matters.

Finance Systems

• Monitor the TTIO Finance email account and respond to inquiries and requests in a timely and professional manner.
• Work with members of the IP Strategy Team to review and validate invoices from external attorneys and service providers prior to approval.
• Coordinate with NTI Finance to ensure payments are processed efficiently.
• Maintain accurate and up-to-date financial records within KAUST’s IP systems and database.
• Engage with external stakeholders, including patent co-owners and licensees, to ensure invoices received are appropriate and paid promptly.

Compliance

• Monitor the TTIO Compliance email account and ensure timely follow-up on related matters.
• Work with KAUST’s external service providers and back-office teams to ensure the IP database accurately reflects the status, obligations, and terms of IP agreements.
• Coordinate with NTI Finance to prepare and process invoice requests for payments due to KAUST.
• Support compliance with internal policies and external regulatory or contractual obligations related to IP management.

Analysis

• Prepare and provide reports, data summaries, and analysis as requested by TTIO leadership.
• Support informed decision-making through accurate and timely information management.

Being Part of the TTIO

• Demonstrate commitment to the values of TTIO and KAUST.
• Carry out additional duties and related tasks as directed by TTIO leadership.

Personal Requirements

Competencies

• Ability to work effectively under the guidance of senior members of the IP Strategy Team.
• Familiarity with handling documents, managing deadlines, and maintaining professional communications.
• Demonstrate an efficient, effective, and transparent approach to work.
• Proactive and responsive in engagement with colleagues and stakeholders.
• Strong team player with a collaborative and service-oriented mindset.
• Commitment to continual improvement and learning.
• Strong verbal and written communication skills, with the ability to communicate clearly, concisely, respectfully, and professionally.

Qualifications

• Bachelor’s degree in business administration, Law, Legal Studies, Finance, Management, or a related field.
• Additional training or certification in Intellectual Property administration or legal support is desirable.

Experience

• A minimum of 4 years of relevant work experience.
• Understanding of intellectual property laws and practice in Saudi Arabia or other jurisdictions is desirable.
• Experience in administrative coordination and working with multiple internal and external stakeholders.