OTC Legal Coordinator

Occupational Summary

This position provides support to the Office for Translation and Commercialization by managing patent records, legal documentation, and Federal compliance obligations associated with the University's intellectual property portfolio. This position works closely with in-house counsel, patent agents, licensing associates, inventors, and external counsel to ensure the accurate administration of patent prosecution, portfolio management, and Bayh-Dole compliance activities. This position reports to the Director, Legal Affairs.

OTC is responsible for patents, technology licenses, translation, new venture development and angel investing for Duke University. OTC is also responsible for billing, collecting and distributing large amounts of dollars through a myriad of diverse transactions. Through direct, daily interaction with faculty, small and large businesses, and venture investors, we build strong relationships and enter into agreements to translate academic discoveries into commercial products that benefit society, impact public health, and improve the quality of life.

Work Performed

Patent and Legal Records Management

• Manage and maintain accurate, complete, and highly confidential records for intellectual property matters handled by OTC.
• Monitor and manage the OTC legal mailbox, including reviewing correspondence from outside counsel, responding as appropriate, and recording communications in the office's intellectual property database.
• Establish and maintain patent dockets based on deadlines issued by domestic and foreign patent offices for use by in-house counsel and licensing associates.
• Open and maintain electronic files for new patent, copyright and trademark matters, update records in response to instructions and reports received from in-house counsel, licensing associates, outside counsel and licensees.
• Complete intake review and approval of Invention Disclosure Forms (IDFs) in the office's intellectual property database.

Patent Documentation and Prosecution Support

• Coordinate the preparation, execution, and retention of legal documents related to patent prosecution, including assignments, inventor oaths and declarations, powers of attorneys, and entity status documents (US and foreign).
• Assist in-house counsel with the filing of US provisional patent applications.
• Provide administrative and procedural support to outside counsel in connection with US and PCT utility applications, formal documents, and other prosecution-related matters.
• Support inventor engagement and IP matter coordination in collaboration with in-house counsel, patent agents and licensing staff.
• Assist in the gathering of inventor signatures for time-sensitive patent office documents.

Federal Compliance and Reporting (Bayh-Dole)

• Administer the University's intellectual property compliance obligations under Bayh-Dole and related Federal agencies.
• Create, update, and close iEdison records for Federally funded inventions.
• Complete annual and ad hoc reporting requirements for sponsoring agencies.
• Coordinate with sponsoring agencies, outside counsel, Duke's Office of Research Support and/or Duke's Office of Research Administration to respond to compliance inquiries and requests.

Reporting, Coordination, and Special Projects

• Prepare financial reports, cost estimates, and docketing forecasts for active technologies using the office's intellectual property database, outside vendor systems (e.g., CPI annuity service), and common office software (e.g., Excel).
• Perform financial tasks related to IP management, such as completing expense reports for the Director of Legal Affairs for patent expenses, paying law firms, reconciling legal costs & reimbursements, etc.
• Compose, edit, and distribute formal correspondence on behalf of the Director of Legal Affairs and other OTC staff requiring confidentiality, accuracy, and sound judgement.
• Serve as a liaison between the OTC, Duke University, Duke University Health System, faculty and staff, and external counsel. Familiarity with the internal organization and workings is preferred.
• Perform other related duties incidental to the work described herein.

The above statements describe the general nature and level of work being performed by individuals assigned to this classification. This is not intended to be an exhaustive list of all responsibilities and duties required of personnel so classified.

Required Qualifications at this Level

The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Essential Physical Job Functions

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Duke is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.

Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives,backgrounds, and experiences flourishes. To achieve of this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.

Anticipated Pay Range:

Duke University provides an annual base salary range for this position as USD $48,960.00 to USD $77,928.00. Duke University considers factors such as (but not limited to) scope and responsibilities of the position; candidate's work experience, education/training, and key skills; internal peer equity; as well as market and organizational considerations when extendingan offer.

Your total compensation goes beyond the dollars on your paycheck. Duke provides comprehensive and competitive medical and dental care programs, generous retirement benefits, and a wide array of family- friendly and culturalprograms to eligible team members. Learn more at: https://hr.duke.edu/benefits/

Essential Physical Job Functions:

Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.

Bachelors degree generally required. General knowledge in the legal field is preferred.

Requires four years working in related field or equivalent combination of relevant education and professional experience.

Requires four years working in related field or equivalent combination of relevant education and professional experience.