Licensing Coordinator
Job Details
American Psychiatric Association HQ - Washington, DC
2 Year Degree
Admin - Clerical


The Licensing Coordinator 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 SCID-5-CT and other SCID-5 licensing requests, creating appropriate licenses for customers, and ensuring invoices and payments are correctly issued, received, and entered into APAs enterprise resource planning software (ERP; Naviga) 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). The position interacts directly with the Naviga system and supports data entry for licensing properties assigned.


  • Evaluate incoming licensing requests for SCID-5 CT and other SCID-5 products 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.
    • As needed, supply relevant files to customers and ensure that the customers use the correct version of files. Troubleshoot file problems for customers.
    • Stay up to date on APA policies and licensing requirements.
  • Create appropriate licensing agreements and manage communications with the customer
    • 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 all activities related to requests, ensuring accurate billing of licensees and follow-up.
  • Ensure licensing order details are accurately entered into the Naviga system.
    • Learn and use 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 data through the ERP system and Accounting systems. Explore and troubleshoot any licensing data problems that arise.
  • Coordinate file delivery (if relevant) and invoicing with the customer.
    • Become familiar with APA published content as assigned and understand the customer use of APA content.
    • Learn and protect the appropriate use of APA content by administering established policies.
  • 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.
  • Other duties as assigned.




  • Bachelors degree required (or equivalent work experience).
  • Knowledge of or facility with contract language and permissions.
  • Strong organizational skills and meticulous attention to detail.
  • Ability to work independently and as part of a team.
  • Technical skills required: MS Office, data base entry.

EOE, including disability/vets