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Business & Financial Operations Manager

Auburn University
Alabama, United States
Salary Not Specified
Posted Date
Aug 24, 2023

Position Details

Position Information

Requisition Number

Home Org Name
The Intellectual Property Exchange

Division Name
VP for Research and Economic Dev

Position Title
Business & Financial Operations Manager

Job Class Code

Appointment Status

Part-time FTE

Limited Term

Limited Term Length

Job Summary

Auburn University is excited to begin the search for a Business & Financial Operations Manager! The person in this position manages The IP Exchange ( IPX ) commercialization support, financial, database and compliance responsibilities. Two mission critical functions include: 1) responsible for managing the business and financial activities related to the law firms, IP support service firms, and marketing firms used; and 2) responsible for calculating royalty distributions, managing patent expense reimbursement activities, completing bookkeeping activities within the internal data management system, and carrying out other business-related activities, as needed, to ensure continued operations. The person in this position serves as strategic advisor to the Executive Director of The IP Exchange, as well as supervises the activities of The IPX operations team.

Why employees choose Auburn: Auburn University was named by Forbes Magazine as one of the state of Alabama’s best employers, with employees staying an average of ten years. Employees enjoy competitive benefits that include top-notch health insurance, generous retirement plans, tuition assistance for employees and dependents, flexible spending accounts, and more!

It’s a Lifestyle: The Auburn/Opelika area is a page right out of Southern Living magazine with an idyllic small-town feel, perfecting a unique balance between a close-knit community and driving consistent growth and development. Paralleling the exponential growth of Auburn University, the Auburn/Opelika area boasts services and amenities that cater to any interest. We’re proud of our top school systems, city services, award-winning restaurants, and the infectious spirit of life in a college town. You can find us nestled halfway between the beach and the mountains in a lower-cost-of-living area, two hours outside of Atlanta or Birmingham. If you’re new to Auburn, we’d love to introduce you. If you’re already acquainted with Auburn, we’ll keep it simple: it’s time to come home!

Learn more about Auburn’s impact, generous employee benefits, and thriving community by visiting

Our Commitment: Auburn University is committed to a diverse and inclusive campus environment. Visit to learn more about our commitment to expanding equity and inclusion for all.

Essential Functions
  • Monitors and reviews terms of IPX License Agreements to determine if licensees are in compliance with the terms of the agreements as it relates to royalties and patent expense. Reviews agreements and any applicable amendments for billing royalties or patent expense reimbursement.
  • Communicates with Licensing Officers, inventors, licensees and university schools and departments as needed.
  • Reviews monthly statements to guarantee accuracy of records and makes corrections if necessary.
  • Monitors department financial operations and performs analyses in order to develop, implement and maintain solutions to financial issues.
  • Coordinates, prepares, processes and maintains records of financial transactions such as journal entries, payment vouchers, cash collection reports, and internal transaction vouchers.
  • Develops and prepares IPX Monthly and Annual reporting and other analyses as requested. Prepares annual budgets for the department as well as submits details to the Director for inclusion in the annual reporting to the Association of University Technology Managers ( AUTM ). Prepares and reports monthly and annual IPX metrics.
  • Performs detailed monthly reviews of the department’s Financial Statements including reconciling multiple accounts.
  • Reviews and monitors the activities of the IPX operations team to include the patent administrator, the government compliance administrator and the technology transfer administrator.
  • Communicates with team to review processes in an effort to monitor efficiencies and needs. Identifies team development and training needs and seeks resources to meet the needs.
  • Reviews and approves attorney fees for processing by identifying the specific IP involved in the expense and noting the proper intellectual property ID.
  • Coordinates with attorneys or other entities to encourage utilizing the LEDES format to reduce processing time of transactions and improve efficiencies.
  • Performs monthly review of transactions billed by a foreign annuity service. Communicates with Patent Administrator with any open items.
  • Coordinates with the database provider to maintain the Inventor and department Portals to provide a unique service to AU inventors, department heads and deans.
  • Communicates with the department heads and deans offices of updates and/or changes to the portal.
  • Monitors procedures and processes to enhance the effectiveness and efficiency of the management of the office.
Minimum Qualifications

Minimum Qualifications

Bachelor’s degree in Business.

6 years of experience in a financial analysis and reporting position dealing with contracts, with at least 1 year of experience directly supervising full-time employees.

Minimum Skills, License, and Certifications

Minimum Skills and Abilities
  • Knowledge and understanding of IP management, government compliance, and contract guidelines. Knowledge of AU patent policy.
  • Knowledge of accounting and budget principles, practices, and the analysis of financial data.
  • Precise attention to detail, well organized, follow-through to conclusion of actions, with ability to identify errors, offer resolution, and to meet strict deadlines.
  • Demonstrated record as a team player within a diverse environment. Self-starter with strong work ethic who can work well with others.
Minimum Technology Skills
  • Proficiency with various spreadsheets and database programs such as Microsoft Excel and Microsoft Word.
Minimum License and Certifications

Desired Qualifications

Desired Qualifications
  • Knowledge and experience with Auburn University financial reporting systems, budget, contract and grant operations, policies and procedures.
Posting Detail Information

Salary Range

Job Category

Working Hours if Non-Traditional

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State position is located:

List any hazardous conditions or physical demands required by this position

Posting Date

Closing Date

EEO Statement

Auburn University is committed to an inclusive and diverse campus environment. Women, underrepresented groups, individuals with disabilities and veterans are encouraged to apply.

AUBURN UNIVERSITY IS AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER . It is our policy to provide equal employment opportunities for all individuals without regard to race, sex, religion, color, national origin, age, disability, protected veteran status, genetic information, sexual orientation, gender identity, or any other classification protected by applicable law.

Special Instructions to Applicants

Please attached a resume, cover letter, and provide the names and contact information for at least three (3) professional references to your application. Please attach documentation of any job-related certification, credential, and/or license under Other Documents.

Quick Link for Internal Postings
Documents Needed to Apply
Required Documents
  1. Resume
  2. Cover Letter
Optional DocumentsSupplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Please select how you first became aware of this opportunity. Your response helps us determine how we can more effectively reach our candidates.
    • LinkedIn
    • AcademicKeys
    • The Chronicle of Higher Education
    • DiversityJobs
    • HigherEdJobs
    • HERC (Higher Education Recruitment Consortium)
    • Indeed
    • RecruitMilitary
    • The Tuskegee News
    • Professional organization or journal
    • Veterans Assistance Services
    • Disability Assistance Services
    • State Employment Service
    • Social Media
    • AU Job Bulletin
    • Notified by an Auburn employee
    • College or university Career Services
    • I went to the AU Employment Website directly (
    • Other
  2. * Please select the answer that best describes your current employment relationship with Auburn University:
    • Current full-time Auburn or AUM employee within probationary period
    • Current full-time Auburn or AUM employee outside of probationary period
    • Current part-time Auburn or AUM employee
    • Not an Auburn or AUM employee
  3. * Do you have a Bachelor's degree in Business?
    • Yes
    • No
  4. * Do you have 6 years of experience in a financial analysis and reporting position dealing with contracts, with at least 1 year of experience directly supervising full-time employees?
    • Yes
    • No

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