Intellectual Property Associate I

Union: Non-Union
Number of Vacancies: 1
New or Replacement: Replacement
Site: Toronto General Hospital
Department: Research
Reports to: Finance & Operations Manager
Hours: 37.5 hr/week
Salary: $37.85 - $56.77 per hour
Shifts: Monday - Friday
Status: Temporary Full-Time (approximately 18 months)
Closing Date: October 30, 2026
Position Summary
The Intellectual Property (IP) Associate I provides administrative, operational, and portfolio management support for UHN's intellectual property assets. Working together with Legal and Patent Counsel, and closely with Licensing Professionals, inventors, researchers, external patent counsel, and other stakeholders, the incumbent coordinates intellectual property activities throughout the patent lifecycle, maintains accurate portfolio records, monitors critical deadlines, and supports compliance, reporting, and commercialization activities. The role requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced environment.
Duties
Administer and maintain records for a large and complex intellectual property portfolio, ensuring the accuracy, completeness, and timely updating of patent, inventor, counsel, deadline, financial, and legal information within intellectual property management systems.
Coordinate intellectual property activities throughout the patent lifecycle, including invention disclosures, patent applications, prosecution matters, renewals, validations, patent office correspondence, and related portfolio administration activities.
Monitor, track, and communicate critical patent and intellectual property deadlines, ensuring timely action by Licensing Professionals, inventors, external counsel, and service providers.
Prepare, process, and coordinate the execution of intellectual property-related documents, including invention disclosures, assignments, declarations, powers of attorney, revenue-sharing documentation, and other materials required to support patent protection and commercialization activities.
Serve as a primary administrative liaison between inventors, researchers, Licensing Professionals, external legal counsel, service providers, and other stakeholders, coordinating communications and facilitating the exchange of information necessary to advance intellectual property matters.
Review and process intellectual property-related invoices and financial records, ensuring accuracy, identifying cost-recovery opportunities, supporting budget monitoring activities, and contributing to financial reporting.
Support compliance with institutional, contractual, sponsor, and government funding requirements related to intellectual property, including maintaining documentation and preparing reports and submissions such as iEdison filings, where applicable.
Prepare and distribute portfolio reports, status summaries, deadline reports, and other intellectual property-related information for management, Licensing Professionals, researchers, and Principal Investigators.
Under the direction of Legal and Intellectual Property Counsel, assist with trademark administration, portfolio maintenance activities, and other intellectual property and commercialization initiatives as required.
Working closely together with Legal and Intellectual Property Counsel, contribute to continuous improvement initiatives by supporting the development and enhancement of intellectual property management processes, systems, and operational procedures.
University degree or college diploma in Business Administration, Legal Administration, Intellectual Property Management, Life Sciences, Engineering, or a related field, or an equivalent combination of education and experience.
Minimum two (2) years, and preferably four (4) plus years of experience supporting intellectual property, patent administration, legal administration, technology transfer, research administration, or a related environment.
Knowledge of patent prosecution processes, intellectual property portfolio administration, and patent lifecycle management is an asset.
Experience working with intellectual property management databases, document management systems, or other enterprise record-keeping systems is preferred.
Strong organizational and project coordination skills with the ability to manage multiple competing priorities and meet critical deadlines.
Exceptional attention to detail and accuracy, particularly when managing legal, financial, and administrative documentation.
Demonstrated ability to analyze information, identify issues, and proactively follow up on outstanding matters.
Excellent interpersonal, verbal, and written communication skills, with the ability to interact effectively with researchers, inventors, legal counsel, service providers, and internal stakeholders.
Proficiency with Microsoft Office applications, including Excel, Word, Outlook, and PowerPoint.
Ability to work independently, exercise sound judgment, and contribute effectively within a collaborative team environment.

Employment type
Contract

Work arrangement
Hybrid