University of Washington INVOICE SPECIALIST in Seattle, Washington
Req #: 197860
Posting Date: 10/14/2021
Closing Info: Open Until Filled
Salary: Salary is commensurate with education and experience
Shift: First Shift
Notes: As a UW employee, you will enjoy generous benefits and work/life programs. For detailed information on Benefits for this position, click here. (https://hr.uw.edu/benefits/wp-content/uploads/sites/3/2018/02/benefits-professional-staff-librarians-academi-staff-20210208.pdf)
As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem solving skills and dedication to build stronger minds and a healthier world. UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty. UW CoMotion is committed to creating an environment of inclusiveness where every person feels welcomed and valued. We believe that attracting and retaining a diverse staff is crucial to provide excellent and innovative services to UW researchers. The mission of CoMotion is to partner with the UW community on their innovation journey, providing tools, connections, and acumen to transform ideas into economic and societal impact. CoMotion values innovation, creativity, integrity, collaboration, diversity, societal impact, and service to the UW community. The UW CoMotion has an outstanding opportunity for an Invoice Specialist! The Invoice Specialist will ensure that licensees and potential licensees of University IP meet contractual obligations to the University. The position is responsible for reading and interpreting complex contractual agreements to identify the financial and non-financial obligations licensees are to meet as well as tracking and ensuring compliance with those obligations. This position is a key liaison on behalf of CoMotion and UW representing post licensing compliance, which requires contact with many groups and individuals within CoMotion and other units throughout the University as well as with organizations that have license agreements with UW. This position will also be responsible for monitoring IP budget spending with a goal of helping to review and streamline budget monitoring tools that aid the IP management team in maximizing patent activity while minimizing costs. Analysis of complex IP life cycles and spending trends. CoMotion is responsible for managing the contractual agreements relating to the intellectual property developed by faculty, staff, or students of the UW. CoMotion enters into many licenses with commercial entities. This position works with other financial staff to ensure that the contractual obligations are met and that appropriate payments are made to UW. using independent thought to elevate enforcement of obligations to maximize the universities receipts. Process improvement is considered ongoing, as this is a fast-paced technical environment. Departments, Schools, and Colleges all receive significant portions of the royalties received and use these funds to support research and other program goals. The Invoice Specialist ensures that the payments are made in a timely manner and that payments are for the correct amounts. RESPONSIBILITIES: MONITOR AND ENFORCE CONTRACTUAL OBLIGATIONS • Analyze University licenses and related documents for financial and non-financial obligations, notify licensees of their obligations, and when necessary, notify licensees of non-compliance and/or contractual defaults. • Oversee the collection of past due licensee obligations including the negotiation and enforcement of payment plans. • Coordinate with members of CoMotion in exchanging information regarding the financial obligations of licensees as they become due over the life of the agreements. • Track, analyze, and report data. Draft progress reports and respond to report requests regarding licensing activity for internal and external parties. • Terminate agreements due to breach of contractual obligations. ANALYZE AND PROCESS INTELLECTUAL PROPERTY PAYMENTS • Oversee payment to law firms regarding University Intellectual Property. Work with fiscal staff to ensure entry of records into database, routing of invoices, tracking of approvals, management of disputes, and timely payment processing is adhered to. • Monitor and Review the allocation of Intellectual Property Expenses to appropriate patents, trademarks or technologies, take corrective action as needed. Contact Law Firms to ensure accuracy of technology numbering systems. • Analyze Intellectual Property payments comparing estimates and budgets against actuals. Work closely with IP Management team for process improvement. • Audit Monthly Intellectual Property reports for potential cost recovery to licensees. • Create Intellectual Property expenditure reports as requested. Special projects as requested MINIMUM REQUIREMENTS: • Bachelor's degree in accounting, business, economics, finance, or other related field and 2-3 years of progressive experience with contracts, licenses, Purchase Orders, and/or Accounts Receivable Collections preferably in a non-profit, state institute, or Intellectual Property Firm. Equivalent education/experience will substitute for all minimum qualifications except when there are legal requirements, such as a license/certification/registration. ADDITIONAL REQUIREMENTS: • Excellent attention to detail in policy and practice. • Excellent oral/written communication skills demonstrating clear and concise communication both written and verbal. • Proficient in Microsoft Word and able to quickly learn new database functionality and capabilities. DESIRED EXPEREINCE : • Experience with intellectual property. • Knowledge and understanding of contracts with financial obligations. WORK ENVIORNMENT: • The person in this position will be working in an open office environment. This position has a primary worksite of University of Washington’s Seattle campus. A hybrid work arrangement may be available. Hybrid work means that remote work may be possible for a day or more per week, depending on business need, on an ongoing basis. Application Process: The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Workforce Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.
University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to, among other things, race, religion, color, national origin, sexual orientation, gender identity, sex, age, protected veteran or disabled status, or genetic information.