Data Coordinator

Job ID
Einstein/Resnick - Bronx
Employee Classification
Office of Biotechnology
Position Type
Regular Full-Time


Database Management (50%):

  • Enter patent and agreement information in OBBD operations database (InfoEd) to capture updated status and maintain virtual filing system (i.e. documents saved in OBBD shared directory and then uploaded into InfoEd);
  • Generate reports on inventions, patent filings and agreements on a quarterly basis and as needed for OBBD metrics, AUTM and Center reporting;
  • Coordinate with InfoEd on production issues to resolutions.

Invention Disclosure Administrative Process (30%):

  • Record each incoming disclosure and manage the review process through the Committee of Patent in a timely manner, acting as Secretary to the Patent Committee, and prepare all communication on behalf of the Committee, including letters to inventors and correspondence with patent counsel;
  • Coordinates and schedules Patent Committee meetings, collates and distributes supporting materials to all Committee members and voting summary of each meeting.;
  • Serve as primary contact for grant verification by both Office of Grant Support and Faculty; verifying if Pl/Faculty have inventions and if they have/have not been reported to sponsor (i.e., various foundation or US Government via iEdison); coordinate with outside vendors as needed for compliance purposes.

Administrative Functions (15%):

  • Performs general office management responsibilities, including but not limited to: office supply ordering & inventory, filing, recording and maintaining records; submitting and reviewing expense reports, including preparing/submitting reimbursement requests in Concur, onboarding suppliers, assisting with managing memberships; submitting time collection for OBBD staff; distributing mail, maintaining office equipment; scheduling facility repairs and technical support for the office and staff.;
  • Serve as a primary contact for callers and visitors have with the Office. Daily telephone and personal contact with Dean's staff, senior faculty, Department Chairs, administrators and external contacts to the Office;
  • Respond to inquiries from outside or internal calls using independent judgment and knowledge of  Einstein and department infrastructure to answer or direct to an appropriate resolution of the situation;
  • Provide high-level administrative support to the OBBD operation, including scheduling internal and external meetings; executing OBBD meetings and events including assisting visitors/attendees; organizing and booking travel arrangements; preparing agendas, handouts and electronic materials for meetings, as well as handle logistics including finding and reserving meeting spaces, arranging parking and A/V, handling room setup and cleanup, designing and/or producing meeting materials, assisting visitors, etc.

Miscellaneous (5%):

  • Working knowledge of Finance Managers duties for occasional cross-coverage as needed.
  • Execute special projects as assigned by the Director, including support for licensing activities/negotiations involving complex legal and/or other issues.


Bachelors 3-5+ years relevant work experience

1. Must be able to maintain confidentiality.
2. Excellent word processing/spreadsheet/database skills
3. Independent judgment and problem-solving skills
4. High attention to detail
5. Strong analytical, computer, and organizational skills
6. Ability to handle multiple tasks and deadline pressures
7. Ability to communicate effectively verbally and in writing with various stakeholders

8. Microsoft Office Suite required

Minimum Salary Range

USD $62,400.00/Yr.

Maximum Salary Range

USD $68,000.00/Yr.


This position supports the Office of Biotechnology and Business Development’s patenting, licensing and commercialization activities.  The Data Coordinator  manages the technology transfer database, reporting directly to the Director and will work on various projects, including with several staff members. The core responsibility of this role is to coordinate all activities associated with Einstein/Montefiore’s intellectual property and agreement portfolio, including supervision and support of invention disclosure form processing, tracking of intellectual property, coordination of sponsor compliance (i.e. federal reporting), assisting with annuity services, and docketing related legal documents (e.g. patent applications, assignments, declarations, and license, option, teaming, confidentiality, royalty sharing, and other agreements, etc.). The Data Coordinator is responsible for managing and supervising the OBBD database including docketing of items noted above, running coordinated reports and general administrative office functions. The position will play a key role as the administrative face of the Office by addressing inquiries to the appropriate OBBD personnel.


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