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Senior Administration Officer, Intellectual Property and Commercialisation

Apply now Job no: 499206
Work type: Full time
Location: Statewide (all locations in Tasmania)
Categories: Administration

Senior Administration Officer

Intellectual Property and Commercialisation

  • Full time or part time negotiable
  • Fixed term (2 year) position
  • Based in Hobart, Launceston, Burnie, or fully remote working within Australia (WFH)

The Opportunity

We are seeking to appoint a (Senior) Administration Officer, Intellectual Property and Commercialisation within UTAS InVent (Innovation Ventures). This role is primarily responsible for delivering a range of support functions to InVent’s Intellectual Property (IP) and Commercialisation teams, and ancillary support to the broader InVent team as needed.

Researchers at the University create a diverse and exciting array of intellectual property, and the University seeks to ensure that this innovation has maximum impact in the Tasmanian community and beyond, providing strong economic, social, and environmental outcomes. The University has embarked on a new way of working to facilitate the broad impact of its research, with UTAS InVent at the forefront of these endeavours.

Key Accountabilities:

  • Managing the IP and Commercialisation email inboxes to track and coordinate activities between InVent staff, patent attorneys, University researchers and other stakeholders.
  • Timely and accurate maintenance of InVent’s central cloud-based CRM / database (known as “Sophia” and delivered by Wellspring), including creating and updating system records for inventions, patents, agreements and financial transactions, monitoring and updating system alerts to track key IP activity dates, and generating reports to provide visibility of completed and upcoming IP actions.
  • Taking a lead role in optimising the setup and use of Sophia, including customising system fields and creating reports that align with IP and commercialisation processes, performing bulk updates for data improvement, and delivering user training and general system administration / troubleshooting.
  • Supporting IP and commercialisation activities, for example by conducting desktop research and using internal systems (e.g. TRIM) to source relevant documents and identify important information, identifying and summarising key terms in agreements, coordinating researcher / investor roadshows, and reporting on active opportunities. 
  • Supporting InVent’s general financial management by processing invoices (receivable and payable) and staff credit cards, assisting with expense monitoring and budget development, reconciliation of UTAS Finance data to the central InVent database (Sophia), and liaising with UTAS Finance to produce accurate financial reports. 

­Your Application

To be successful in the role, your application will need to demonstrate your:

  • Proven experience in providing a consistently high standard of operational, project or administrative support within a complex environment, delivering with accuracy and timeliness.
  • Experience in database management and reporting.
  • Ability to manage competing and changing work priorities in an agile and resourceful way, with a positive, flexible attitude. 
  • Excellent written, verbal and interpersonal skills, and a demonstrated ability to build and maintain strong working relationships with a range of internal and external stakeholders.
  • A natural interest in and aptitude for continuous improvement, particularly process improvement.


Appointment to this role will be at HEO 5 (Administration Officer) or HEO 6 (Senior Administration Officer), subject to experience, and will have a total remuneration package of up to $110,273 comprising base salary within the range of $76,302 to $94,250 plus 17% superannuation.

How to Apply

  • To apply online, please provide the following supporting documentation through the University’s recruitment portal:
    • Resume
    • Cover letter outlining your suitability and motivation for the role
    • Your responses to the success criteria from the Position Description below
  • For further information about this position, please contact Dr Philip Young, Associate Director, Intellectual Property and Technology Transfer, or (03) 6226 7408.
  • Please visit for our guide to applying and details on the recruitment process.
  • Please refer to the attached Position Description Below for full details.

Download File PD - 499206 - Senior Administration Officer - IP and Commercialisation.pdf

Applications close Wednesday, 4 October 2023, 11.55pm

The University of Tasmania strongly encourages employees to maintain COVID-19 vaccination in line with relevant Australian Government health advice.

To be eligible for this position, you are required to have Australian citizenship, permanent residence or a current valid visa that allows you to fulfil the requirements of this role.


Advertised: Tasmania Standard Time
Applications close: Tasmania Daylight Time

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