POSITION SUMMARY
The Licensing Administrator supports the licensing of intellectual property rights for content created by APA Publishing and APA. Under the guidance of the Licensing & Subsidiary Rights Manager, this position is responsible for: evaluating and responding to assigned licensing requests, creating appropriate licenses for customers, and ensuring invoices and payments are correctly issued, received, and entered into APA’s enterprise resource planning software (ERP; Naviga), Rights Management system (RightsZone), and accounting systems. The position directly supports the Licensing and Subsidiary Rights Manager by coordinating and implementing all licensing activities and policies for intellectual properties assigned (e.g., the SCID family of products, DSM, and Online Assessment Measures). The position interacts directly with the RightsZone and Naviga systems and supports data entry and account tracking for licensing properties assigned. The position involves evaluating and processing a variety of external customer requests as specified and proactively managing systems to protect against infringement and counterfeit inventory.
DUTIES & RESPONSIBILITIES
- Evaluate and respond to incoming licensing requests for book/journal, SCID-5 CT and other SCID-5 products, Online Assessment Measures, DSM digital licensing, and other content as assigned.
- Review incoming requests and evaluate requirements as they relate to APA licensing policies. Prepare and issue licensing contracts and coordinate fees and/or royalties.
- Enter rights data into the rights and agreements database, maintaining accurate and up-to-date records.
- Routinely supply relevant files to customers and ensure that the customers use the correct version of files.
- Stay up to date on APA policies and licensing requirements.
- Create appropriate licensing agreements and manage communications with customers.
- Issue appropriate licensing agreements in accurate and timely fashion following APA licensing policy for properties assigned, including for corporate, non-profit, individual, member, and student use.
- Coordinate appropriate activities related to requests, ensuring accurate recording and billing of licensees and follow-up.
- Ensure licensing order details are accurately entered into the RightsZone and Naviga systems.
- Learn and use RightsZone and Naviga ERP. Enter licensing data promptly and accurately.
- Coordinate with Licensing and Subsidiary Rights Manager, Director, Publishing Business Operations, and Finance staff to track licensing revenue through the ERP and accounting systems.
- Coordinate file delivery and invoicing with the customer.
- Become familiar with APA published content as assigned and understand the customer use of APA content.
- Process orders and payments.
- Use Naviga to create orders and issue invoices.
- Track payments by customers to ensure timely payment.
- Troubleshoot order and payment problems for customers.
- Maintain and organize internal files according to established naming conventions.
- Evaluate cases of infringement, involving Licensing & Subsidiary Rights Manager when necessary.
- Respond to and initiate customer communications related to ProofTag anti-counterfeit technology.
- Coordinate distribution of translated material to appropriate parties (authors, customers, licensees).
- Other duties as assigned.
COMPETENCIES
The Licensing Coordinator’s performance on these duties and responsibilities will be measured using the following competencies:
SCOPE & IMPACT
- This position supports essential operational functions for the association, members, authors, and other stakeholders in the publishing and operations departments
- Performs more complex administrative or operational processes for Publishing and Operations department
- Contributes knowledge and skills to the day-to-day activities of rights and licensing program
- Provides suggestions and recommendations that improve processes and increase efficiency
- Demonstrates proficiency in the use of specialized skills and techniques
- Success is frequently measured by completing a complex set of tasks and demonstrating complex and nuanced individual and group work environment behaviors
COMPLEXITY, PROBLEM SOLVING & DECISION-MAKING
- The position relies on knowledge and application of intellectual property and copyright law, applying existing organizational policies to new requests and proposals, and making licensing recommendations based on customer needs and existing product availability.
- Work is primarily routine as methods and procedures are well-defined, but offers opportunity for minor planning and/or limited choice of work method within established guidelines
- Propose plans to manage direct responsibilities and assist with other aspects of the program or department more effectively
- Identifies complex problems and issues. Implements solutions with management approval
- Recognizes out-of-scope problems and escalates them to the appropriate level
RELATIONSHIP MANAGEMENT & AUTHORITY
- This position works independently and in close collaboration with Licensing & Subsidiary Rights Manager
- Relationships primarily center on collaborative work efforts
- Relationships may include significant face-to-face interactions with members, customers, and vendors
- Accurately differentiates and prioritizes information and/or issues and determines who needs to be consulted or kept informed
- Uses tact and discretion to obtain cooperation and understanding on routine and non-routine matters
ORGANIZATIONAL KNOWLEDGE
- This position requires product-level knowledge of all APA-owned content and policies governing licenses to third parties
- Demonstrates a general understanding of the work or project team's relationships and responsibilities within the department
- Demonstrates general knowledge of policies, procedures, and terminology of the related department/field
SUPERVISION
- Coaches and mentors junior level staff
