Intellectual Property Associate I

Job description

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 19, 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. Why join UHN? In addition to working alongside some of the most talented and inspiring healthcare professionals in the world, UHN offers a wide range of benefits, programs and perks. It is the comprehensiveness of these offerings that makes it a differentiating factor, allowing you to find value where it matters most to you, now and throughout your career at UHN. Competitive offer packages Close access to Transit and UHN shuttle service A flexible work environment Opportunities for development and promotions within a large organization Additional perks (multiple corporate discounts including: travel, restaurants, parking, phone plans, auto insurance discounts, on-site gyms, etc.) Current UHN employees must have successfully completed their probationary period, have a good employee record along with satisfactory attendance in accordance with UHN's attendance management program, to be eligible for consideration. All applications must be submitted before the posting close date. UHN uses email to communicate with selected candidates. Please ensure you check your email regularly. At University Health Network (UHN), artificial intelligence technologies may be used to assist in the screening, assessment, and selection of candidates for this position. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any information provided by a candidate be misleading, inaccurate or incorrect, UHN reserves the right to discontinue with the consideration of their application. UHN is an equal opportunity employer committed to an inclusive recruitment process and workplace. Requests for accommodation can be made at any stage of the recruitment process. Applicants need to make their requirements known. We thank all applicants for their interest, however, only those selected for further consideration will be contacted. UHN is Canada’s #1 hospital and the world’s #1 publicly funded hospital. With 10 sites and more than 44,000 TeamUHN members, UHN consists of Toronto General Hospital, Toronto Western Hospital, Princess Margaret Cancer Centre, Toronto Rehabilitation Institute, The Michener Institute of Education and West Park Healthcare Centre. As Canada's top research hospital, the scope of biomedical research and complexity of cases at UHN have made it a national and international source for discovery, education and patient care. UHN has the largest hospital-based research program in Canada, with major research in neurosciences, cardiology, transplantation, oncology, surgical innovation, infectious diseases, genomic medicine and rehabilitation medicine. UHN is a research hospital affiliated with the University of Toronto. UHN’s vision is to build A Healthier World and it’s only because of the talented and dedicated people who work here that we are continually bringing that vision closer to reality.