Assistant Property Administrator Jobs in Raleigh, NC

Occupational Summary

Lead and manage compliance and reporting activities associated with grant-supported intellectual property, including federal and non-federal funding sources. Support institutional compliance with the Bayh-Dole Act, sponsor requirements, and related reporting obligations.  Serve as the primary resource for intellectual property compliance, grant reporting, compliance coordination, and continuous improvement of compliance processes within the Office for Translation & Commercialization.

Work Performed

Research Compliance & Government Reporting

• Lead compliance and reporting activities associated with grant-supported inventions, including those arising from federally and non-federally funded research.
• Administer the iEdison database and related government reporting systems, ensuring timely and accurate submission of invention disclosures, patent elections, confirmatory licenses, utilization reports, and other required reports.
• Maintain and administer institutional databases tracking non-federal grant-supported inventions and sponsor-specific reporting obligations.
• Coordinate compliance activities associated with Bayh-Dole and sponsor-specific intellectual property requirements.
• Coordinate grant closeout activities related to intellectual property reporting and government support obligations.
• Monitor reporting deadlines, identify compliance risks, and recommend corrective actions when needed.
• Maintain audit-ready compliance records and supporting documentation.
• Develop standard operating procedures and recommend process improvements to strengthen compliance and reporting activities.

Financial Administration & Reporting

• Manage departmental legal corporate card transactions, monthly expense reimbursements, and financial reconciliations in accordance with University policies.
• Coordinate reimbursement activities for external sponsors and funding organizations, including HHMI, the Department of Veterans Affairs, and other applicable sponsors.
• Prepare recurring financial, operational, and analytical reports supporting departmental budgeting, forecasting, compliance, and management decision-making.
• Assist with budget tracking, financial reconciliation, and expenditure monitoring related to patent administration and compliance activities.

Systems & Data Management

• Utilize University systems, including SPS, SAP, iEdison, and other institutional databases, to reconcile grant information, maintain accurate award records, and ensure data integrity across compliance and financial systems.
• Coordinate with the Office of Research Administration and other University offices to synchronize grant, invention, patent, and sponsor information.
• Investigate and resolve discrepancies involving grant numbers, funding sources, reporting records, and financial information.

Operational Support

• Serve as the primary backup to the IP Legal Coordinator - Operations for critical operational functions.
• Collaborate with the IP Legal Coordinator - Operations to support departmental operations, workflow coordination, reporting initiatives, and continuous process improvement.
• Participate in special projects and operational initiatives supporting the Office for Translation & Commercialization.

Required Qualifications at this Level

Education/Training:

Bachelors degree generally required. General knowledge in the legal field is preferred. 

Experience:

Requires four years working in related field or equivalent combination of relevant education and professional experience.

OR AN EQUIVALENT COMBINATION OF RELEVANT EDUCATION AND/OR EXPERIENCE.  

Skills:

• Degree in business administration, public administration, research administration, legal studies, accounting, finance, or a related field preferred.
• Progressively responsible experience in research administration, grant compliance, intellectual property administration, financial administration, legal operations, or a related field preferred.
• Familiarity with the Bayh-Dole Act and management of federally funded inventions preferred.
• Experience with intellectual property compliance, research compliance, or sponsored award administration preferred.
• Experience maintaining complex databases and ensuring data integrity across multiple systems.
• Familiarity with iEdison strongly preferred.
• Familiarity with Duke University research and financial systems, including SPS, SAP, and related enterprise systems, preferred.
• Demonstrated ability to analyze and reconcile complex financial, grant, and compliance data.
• Strong organizational skills with the ability to manage multiple deadlines and competing priorities.
• Excellent analytical, written, and verbal communication skills.
• Proficiency with Microsoft Excel and the ability to develop reports, metrics, and dashboards.
• Demonstrated ability to exercise sound judgment, maintain confidentiality, and work independently while collaborating across multiple departments.

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.