Overview
This role supports the Biotechnology and Process Development patent practice within the Intellectual Property and Litigation group. The Patent Coordinator works closely with patent attorneys, patent agents, inventors, Patent Operations, and outside counsel to help ensure patent filings, records, and deadlines remain accurate and on track.
Responsibilities
- Prepare, assemble, proofread, and file attorney-directed patent documents with the U.S. Patent and Trademark Office (USPTO) and the World Intellectual Property Organization (WIPO). Document types may include patent applications and amendments, declarations, information disclosure statements (IDSs), assignments, powers of attorney, and other prosecution documents.
- Prepare filing shells and supporting documents for Office Action responses and other prosecution submissions; coordinate review and approval with the responsible attorney or agent and file approved documents by the applicable deadline.
- Maintain and monitor attorneys’ patent prosecution dockets in IP Management System (IPMS). Review incoming USPTO, WIPO, foreign associate, and internal correspondence; enter and verify actions and dates; run docket reports; follow up on open items; and promptly flag approaching deadlines, missing information, and potential timing risks.
- Maintain complete and organized electronic matter files in IPMS, including correspondence, file histories, filing receipts, and relevant documents. Confirm that Patent Operations can access documents needed for foreign filings and related work.
- Prepare and file IDSs based on attorney instructions and maintain citation matrices and related citation records in IPMS.
- Coordinate foreign filing formalities with the responsible filing facilitator and outside counsel, including requests and processing for powers of attorney, assignments, declarations, and other required documents.
- Process, record, and track patent assignments and supporting documents, including coordinating execution, filing, and recordation as directed.
- Provide administrative support to attorneys and agents, including prioritizing and routing communications, preparing correspondence, maintaining calendars and files, scheduling meetings, coordinating travel, and assisting with reports and other projects.
- Protect confidential information, follow established filing and records practices, and identify practical ways to improve accuracy and efficiency in patent support workflows.
Requirements
Basic Qualifications
- Associate’s degree and 2 years of legal experience
OR
- 2 years in a technical school setting with hands-on experience
OR
- High school diploma / GED and 4 years of legal experience
Preferred Qualifications
- Three or more years of recent patent prosecution support experience in a law firm or corporate legal department.
- Experience preparing and filing U.S. and international patent prosecution documents, including applications, IDSs, declarations, assignments, and Office Action response papers.
- Experience maintaining patent deadlines, reviewing prosecution correspondence, and coordinating with attorneys, agents, and foreign associates.
- Experience with ANAQUA or another intellectual property management or docketing system; familiarity with USPTO and WIPO electronic filing systems is preferred.
- Strong proofreading, document preparation, and Microsoft Office skills (Word, Excel, Outlook, PowerPoint).
- Excellent organization, communication, and time-management skills, including the ability to handle confidential information, manage competing priorities, and raise issues promptly.
- A paralegal certificate or equivalent legal training is a plus. Notary Public commission, or willingness to obtain one if required for assigned duties, is preferred.
Compensation & Benefits
- The expected annual salary range for this role in the U.S. (excluding Puerto Rico) is posted. Actual salary will vary based on relevant skills, experience, and qualifications.
In addition to base salary, the organization offers a Total Rewards Plan (based on eligibility) that may include:
- Health and welfare plans for staff and eligible dependents
- Financial plans with opportunities to save towards retirement or other goals
- Work/life balance and career development opportunities
- Comprehensive employee benefits package, including a Retirement and Savings Plan with generous company contributions, group medical, dental and vision coverage, life and disability insurance, and flexible spending accounts
- A discretionary annual bonus program, or for field sales representatives, a sales-based incentive plan
- Stock-based long-term incentives
- Award-winning time-off plans
- Flexible work models where possible (refer to the Work Location Type in the job posting to see if this applies)
Location
This role can be based at:
- Headquarters in Thousand Oaks, California
- Site in Cambridge, Massachusetts
- Site in South San Francisco, California
Remote workers may also be considered.
Additional Information
- Application deadline: No application deadline for this position; applications will be accepted until a sufficient number are received or a candidate is selected.
- Sponsorship: Sponsorship for this role is not guaranteed.
- Equal opportunity: The organization is an Equal Opportunity employer and will consider all qualified applicants without regard to protected characteristics. Reasonable accommodation will be provided for individuals with disabilities to participate in the application or interview process, perform essential job functions, and receive other benefits and privileges of employment.