Contract and Compliance Coordinator

Job description

Job Title: Contract and Compliance Coordinator
Location: Case Main Campus
Regular/Temporary: Regular
Full/Part Time: Full-Time
Job ID: 7660
Job Description


As a member of the Case Western Reserve University (CWRU) Technology Transfer Office staff, the contract and compliance manager will oversee all internal and external reporting and compliance activity, including compliance with the Bayh-Dole Act, contracts with corporate sponsors, and the National Institutes of Health’s (NIH) various reporting obligations. Duties include working with Federal agency contacts to coordinate communication of intellectual property election of title and patent prosecution progress. This primary duty includes at times creative problem solving in tandem with licensing staff and agency representatives to accurately report complex invention commercialization decisions in line with current regulatory requirements. The position’s duties also include input of Material Transfer Agreements, Non-disclosure agreements, licenses, and other legal agreements between CWRU and corporate, non-profit, or federal and state government entities into the technology transfer database. Inform the licensing staff of compliance issues that require their attention, including non-compliance by inventors or outside counsel with contract or statutory obligations. Additional duties include; support various centers and research offices across campus with comprehensive reports pulled from the technology transfer database.


  1. Track all government funded cases and report to federal agencies in compliance with the Bayh-Dole Act using the NIH’s iEdison database, as well as manual reporting to all non-member Institutions. Oversee ongoing reporting to the NIH and other federal agencies, including completing utilization reports. Work with case managers and other members of the staff to ensure timely and accurate reporting. Inform the licensing staff of compliance issues that require their attention, including non-compliance by inventors or outside counsel with contract or statutory obligations. When necessary, work with Federal agency contacts to coordinate communication of intellectual property election of title and patent prosecution progress. This primary duty includes, at times, creative problem solving to formulate an approach in tandem with licensing staff and agency representatives to accurately report non-conforming complex invention commercialization decisions in line with current regulatory requirements based on varying and complex situations. Develop and execute reporting strategies in tandem with agency representatives and submit official university reports accordingly. Collaborate with Licensing staff to develop patenting strategy and communications plans/status as well as ensure the government reporting matches the office’s commercialization strategy. (67.5%)
  2. Record all incoming Material Transfer Agreements, Non-disclosure agreements, and licenses to the Technology Transfer database in a timely fashion. Processing legal documents requires understanding a variety of basic legal terms, and interacting with appropriate personnel at research institutions and companies who are acting in the same capacity. (10%)
  3. Monitor changes to regulations around the Bayh-Dole Act and establish new protocols not only internally, but also, in coordination with outside counsel to ensure compliance with updated regulations. Serve as expert on Bayh-Dole compliance. (7.5%)


  1. Oversee student interns/employees with the Director, Operations and Strategic Initiatives.(3%)
  2. Audit entire portfolio of inventions for corporate, non-profit, and governmental reporting and other compliance related obligations. (5%)
  3. In-house expert on the internal Technology Transfer database. Generate reports and track statistics as needed. (2%)
  4. Assist all professional staff with specific projects and functions as they arise. (2.5%)Perform other duties as assigned by supervisor. (2.5%)


Department: Continuous contact with all Technology Transfer Office professional and support staff to solicit information on new and ongoing intellectual property and commercialization activity.

University: Frequent contact with the Office of the General Counsel, Office of Sponsored Research, SOM Research, faculty, support staff, and department heads to provide information for grant and contract close-out, funding verification, agreement execution/finalization, and report generation.

External: This position serves as the University’s primary point of continuous contact with the National Institutes of Health’s Office of Extramural Inventions and Technology Resources. Non-compliance with this specific office exposes the University to potential sanctions up to the withholding of federal funding. Several additional federal agencies including the National Science Foundation and Department of Defense utilize the NIH’s EITR website and this position serves as the primary point of contact for these agencies as well for invention reporting matters. . Some federal agencies have independent reporting requirements and this position will need to either establish or diligently maintain these unique relationships. This position will work with outside counsel to amend pending patent applications and/or correct issued patents to maintain compliance with Bayh-Dole Act requirements. At times, compliance reporting will require coordination with the University’s licensees, outside consultants, industrial organizations/consortia, and Technology Transfer professionals at other institutions.

Students: Where appropriate, this position will have regular contact with student employees for training and supervision to assist with the federal invention reporting process. .


Coordinate and oversee work-study students where appropriate.


Experience: 5 to 7 years of related experience required. Experience in a research, university or law firm clerical setting preferred.

Education/Licensing: High school diploma required; associates degree/some college preferred.


  1. Demonstrated ability for independent problem-solving on complex matters.
  2. Knowledge of databases.
  3. Strong working knowledge of government laws and regulations related to Technology Transfer desirable.
  4. Ability to work with highly complex material, both legal and technical.
  5. Ability to process work with a sense of urgency, while paying attention to detail.
  6. Ability to work in a fast-paced environment and to handle multiple tasks.
  7. Ability to remain calm and deal with high pressure situations diplomatically.
  8. Excellent oral and written communication skills.
  9. Must be organized with demonstrated ability to work with little or no supervision.
  10. Must possess the ability to prioritize workload efficiently.
  11. Must display a professional demeanor and appearance.
  12. Ability to meet consistent attendance.
  13. Ability to interact with colleagues, supervisors, and customers face to face.


General office working environment. Will be required to meet with other employees and researchers in their locations on campus. Occasional travel for on-going education and training should be expected.

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In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.


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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Inclusion, Diversity and Equal Opportunity at 216-368-8877 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.


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Job No:
Posted: 6/13/2019
Application Due: 7/15/2019
Work Type: