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Job

Contracts & IP Administrator

by Ryann Graves Sanchez

Jan. 15, 2025

Job Description

Reporting to the Media Lab’s Director of Finance, the Contracts & IP Administrator is responsible for managing the consortia membership agreements, industrial sponsor contracts and intellectual property (IP) functions for the Lab.  The MIT Media Lab is a hybrid workplace.

Responsibilities

Contract Management

  • Coordinating closely with Institute contracts representatives, research, draft and prepare industrial sponsor contracts for Media Lab Consortia and industrially sponsored research and non-research agreements, including the drafting and processing of amendments and addendums as needed. 
  • Monitor contract performance and work with Relationship Managers to extend and/or amend ML consortia contracts.  
  • Manage member research agreements (a.k.a. Focused Research Projects (FRPs) or Programs) create proposals and contracts and route through MIT for Institute approval and then to the member/sponsor for signature.  
  • Implement new agreements and attachments as the Media Lab updates the documents.   
  • Manage no-cost collaboration and cooperation agreements between Media Lab research groups and third parties; create proposals and contracts and route through MIT for Institute approval, and onto the member/sponsor for signature.  
  • Manage NDAs/CDAs and DUAs from start to signature, and manage the Media Lab’s electronic NDA process.  
  • Complete the pre-award administration of grants/contracts activities such as reviewing solicitations and determining necessary components, developing budgets, submission via KC, and partnering with MIT Research Administration Services (RAS) for submission to the sponsor.

Membership Coordination 

  • Advise Relationship Managers and faculty members on strategic plans to engage with sponsors/prospects, maximize operational efficiency, enhance engagement, and resolve problems.  
  • Take initiative on resolving issues concerning sponsorships, memberships, intellectual property, technology licensing, public relations, and billing procedures.  
  • Negotiate and liaise with current and prospective members, collaborate with other MIT central administration offices as needed. 
  • Communicate MIT/Media Lab policies, benefits, etc. with Media Lab staff and Media Lab Consortium members.  
  • Strategize on overall Lab policies, member relationships, contract management and innovative ways to support the Lab.  
  • Develop new streamlined contract processes and implement these processes within MIT guidelines.  
  • Manage member company invoicing and aged receivables.

IP Administration 

  • Track and process TLO disclosures, advise inventors from disclosure through the patent decision process, including open sourcing processes. 
  • Work with Media Lab’s internal IP committee (“IPCOM”) to review cases, answer questions, and communicate TLO questions to inventors.  
  • Assign attorneys to ML cases as needed.  Work with attorneys on patent prosecution strategy.  
  • Act as advisor to MIT ML students/faculty/staff on IP matters, including the IPIA form, events, royalty distribution, the patent process, the role of IP in research proposals, IP ownership.  
  • Obtain information from TLO as necessary.  
  • Track and implement IP exceptions on an as-needed basis, including clinical and Director exceptions.

Gifts 

  • Advise on MIT gift guidelines, develop gift budgets, and coordinate proposed gift agreements and templates with Media Lab Development team as needed.

Qualifications

MINIMUM  REQUIRED EDUCATION AND EXPERIENCE:

  • Bachelor’s degree in a related field
  • Minimum of five years’ of relevant experience in a related field
  • Knowledge of both domestic and international IP laws, treaties, practices, and economic systems
  • Strong executive presence and ability to liaise with sponsors over complex issues
  • Ability to communicate effectively and convey contractual and/or financial information to faculty and staff at all levels
  • Strong organizational and time management skills and attention to detail/accuracy
  • Good judgment and the ability to use discretion and maintain confidentiality
  • Proactive, self-motivated, and flexible approach to daily tasks and effective prioritization of work
  • Enjoys working in and able to succeed as part of a collaborative team environment

PREFERRED  EDUCATION AND EXPERIENCE:

  • Experience in academic research administration or contract management
  • Experience successfully managing industrial membership and research agreements and IP processes in university environment
  • Project management skills including the ability to plan projects, coordinate team members, set timelines, and execute plans to meet team/department/Institute goals
  • Experience with MIT business systems such as Kuali Coeus and SAP/SAPgui strongly preferred

To apply, please visit MIT Careers at https://hr.mit.edu/careers  and reference job #24777.

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