Position Title: Academic Compliance Specialist

Employee Classification: Academic Compliance Specialist

College/Division: Research, Creativity and ED

Department: 200113-ARROWHEAD CENTER

Internal or External Search: Internal - Open to Regular NMSU employees only (temporary/Term employees not eligible)

Location: Remote

Offsite Location (if applicable): N/A

Target Hourly/Salary Rate:  Commensurate with qualifications

Appointment Full-time Equivalency:  1.0

Exempt or Non-Exempt:  Exempt

Summary:  At Arrowhead, we help innovators, entrepreneurs, and small businesses at any stage start and grow through our services, resources, expertise, and connections. We are also the technology transfer and commercialization arm of NMSU, working with campus inventors and innovators to protect their work and ensure it reaches the broadest possible markets. While we are based at NMSU in Las Cruces, NM and are deeply engaged in our on-campus community, we also work with people across the state, providing advice, mentorship, education, and hands-on experiences to pioneer new technologies, businesses, and partnerships. Join our team!

Classification Summary:
Works to ensure that NMSU is in compliance with state and federal policies and regulations regarding licensure, distance education, and online learning. Other areas of compliance and reporting may be included. In consultation with internal and external organizations, researches and makes judgments about whether NMSU is in compliance with related regulatory requirements. Provides documentation and communication related to applicable policies and regulations.

Classification Standard Duties:
Researches and make determinations regarding NMSU compliance with specified regulatory agencies. Maintains records; ensures accuracy in compliance with regulatory requirements. Works with internal and external organizations to ensure compliance. Collects and monitors NMSU student and employee data to support compliance and reporting. Organizes and maintains research documentation and procedures. Regularly publishes institutional compliance information. Educates university stakeholders on relevant program policies and regulations. Prepares reports and presentations for internal and external audiences

Required Education, Experience, Certification/License, Equivalency
Required Education:Bachelor's degree in a related field.; Required Experience:Three (3) years of experience related to the standard duties as outlined.; Equivalency:Any equivalent combination of education, training and/or experience as approved by Human Resource Services.; Required Certification/License:

Knowledge, Skills and Abilities
ABILITIES: Ability to research, interpret, analyze and draw conclusions from regulations and policies. Ability to work independently and make judgments/decisions. Ability to quickly learn new skills and knowledge. Ability to identify and solve problems. Ability to develop and maintain professional relationships and networks. Ability to work with people at all levels of an organization. Ability to communicate diplomatically and effectively, both orally and in writing. Ability to create reports and presentations. Ability to organize and maintain research.

Job Duties and Responsibilities
Manage and facilitate Intellectual Property (IP) Office projects, to include overseeing invention disclosures and provisional and utility patent projects, including assembling inventor and legal team, evaluating time critical criteria and developing a schedule for patent filing preparation, filing and examination administration; Manage IP records, data and compliance reporting involving data systems management that includes IP related forms, Arrowhead programs, agreements, US Patent and Trademark and legal documents, project accounting and metrics; IP Office event coordination. The Arrowhead Center NMSU IP Office serves as NMSU’s primary liaison with the US Patent and Trademark Office, and the National Institute of Standards Technology to assure NMSU compliance with federal law for IP protection and reporting.
Receive and process invention disclosures from NMSU research faculty, students and staff in preparation for evaluation and protection. Use an up-to-date comprehensive Invention Disclosure Form (IDF) to receive the details around an invention disclosure. Upon receipt of completed IDF, in preparation for evaluation. Submits, in appropriate form, the IDF and details into the Tradespace.AI data system for search and evaluation against international patent database, to generate content for a complete evaluation of disclosed NMSU IP. Prior to processing and protecting a disclosure, additional criteria are established for review, such as prior art evaluation, prior and planned public disclosures, grant funding, inventor team composition and criteria, and commercialization potential and strategy. Coordinate evaluation sessions within NMSU Arrowhead IP Office, and with IP legal counsel. Upon decision to move forward with first step in patent filing. Work with inventor team to assemble package for provisional patent application, to include all manuscripts related to the invention, creation of schedule of activity among the three primary stakeholders, inventor team, Arrowhead Center, and IP lawyers. As applications are prepared and filed, coordinate all interchanges among stakeholders and prepares filing details and actions. After filing, final actions are completed, such as assignment of patent ownership to Arrowhead Center, Inc., appropriate placement of latest records in four data systems, including Arrowhead Center, Inc. server, iEdison federal reporting system, Salesforce database, and Tradespace.ai system. Throughout the application and examination phase. Responsible for addressing requests and responses to correspondence from IP law firm and USPTO through the patent pending timeframe. These items may include Intellectual Property Advisory Council (IPAC) meetings, utility patent filing, office actions, examinations, and coordinates with inventor, legal and Arrowhead team, and assures records management and compliance. Accounting records for IP legal activity, include detailed monthly invoice resolution and entry into data management systems, cost reconciliation and budgeting for management and reporting. Supports activities and discussions related to the IP commercialization planning and licensing. Key to the NMSU IP Office responsibilities is the participation in IP related events internal and external to NMSU, including NMSU IP training, College IP Days, Commercialization conferences, Innovate NM and other regional events and exhibits. Responsible for supporting all events, including schedule and budget management, content preparations support for technical promotional materials, participant communications, and on-site coordination at all events.

Preferred Qualifications

Special Requirements of the Position

Department Contact:  Patricia Knighton, pmk@nmsu.edu, 575-646-2791

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is NOT a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule: 

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.