Intellectual Property Paralegal Manager

Dana-Farber Cancer Institute • Brookline, MA

12d

About The Position

The Intellectual Property Paralegal Manager leads a team of IP Paralegals, working closely with IP attorneys, patent agents, and patent technology specialists to manage the Institute’s patent, trademark, and copyright portfolios. The role oversees the electronic IP database, docketing and deadline control, document execution, and day-to-day coordination with outside counsel. As a subject-matter expert on IP operations and projects, this position sets team goals, directs workload, and delivers training through regular meetings and coaching. The role interfaces routinely with Institute faculty and staff, licensing partners, collaborating institutions, law firms, and IP-related vendors.
Located in Boston and the surrounding communities, Dana-Farber Cancer Institute is a leader in life changing breakthroughs in cancer research and patient care. We are united in our mission of conquering cancer, HIV/AIDS, and related diseases. We strive to create an inclusive, diverse, and equitable environment where we provide compassionate and comprehensive care to patients of all backgrounds, and design programs to promote public health particularly among high-risk and underserved populations. We conduct groundbreaking research that advances treatment, we educate tomorrow's physician/researchers, and we work with amazing partners, including other Harvard Medical School-affiliated hospitals.

Requirements

• Exceptional written and verbal communication; able to translate complex IP procedures for diverse audiences and produce precise, error-free documentation.
• Advanced analytical and critical thinking; proactive issue spotting and problem solving within U.S. and international IP rules and institutional policies.
• Superior organization, time management, and attention to detail; proven ability to manage high-volume dockets, competing priorities, and hard deadlines with consistent accuracy.
• Strong customer-service orientation and professional presence; skilled at building trust and influencing faculty, internal teams, vendors, and outside counsel.
• Sound judgment and discretion; demonstrated ability to handle confidential, sensitive, and privileged information appropriately.
• Project and process management capability; able to coordinate complex, cross-functional initiatives, implement SOPs, and drive continuous improvement.
• Team leadership and collaboration; ability to coach, motivate, delegate, and resolve conflicts while fostering an inclusive, high-performance culture.
• Technical proficiency with IP databases/docketing and e-filing tools (e.g., Inteum Minuet, USPTO portals, CPI); ensures data integrity and compliance while adapting to new systems.
• Financial and quantitative acuity; capable of reviewing invoices, monitoring renewals/maintenance fees, and reconciling data to budgets and service levels.
• Resilience and adaptability; effective in a fast-paced environment with multiple projects, shifting priorities, and evolving organizational needs.
• Bachelor’s Degree required.
• Minimum of 5 years of relevant experience working with intellectual property preferably in a law firm or an in-house department or comparable technology-oriented business environment.
• Extensive knowledge of US and International patent and/or trademark prosecution procedures and Institute policies and practices.
• Expert knowledge of computer applications, including experience filing documents using USPTO portal applications and navigating intellectual property database software, ideally experience transitioning between database platforms and/or using Inteum MinuetTM for database functions, and CPI’s interface for renewal services.

Nice To Haves

• Prior supervisory experience preferred.

Responsibilities

• IP Portfolio Strategy and Counseling: Provides intellectual property counseling, strategic analysis, and lifecycle portfolio management across patents, trademarks, and copyrights in partnership with IP attorneys, patent agents, technology transfer professionals, and investigators. Supports Institute-wide objectives with daily to long-term impact, aligning prosecution and maintenance decisions with research, collaboration, and commercialization goals. Recommends procedural approaches and prioritization within established policies; escalates substantive legal/strategic determinations to senior IP counsel. Influences stakeholders across Legal, Belfer Office for Dana-Farber Innovations, research programs, and external partners.
• Prosecution Support and Outside Counsel Management: Coordinates day-to-day prosecution activities with law firms, collaborating institutions, and joint owners, including instructions, information flow, and conflict checks for new matters. Reviews and reconciles invoices, identifies issues, and recommends solutions; authorizes routine actions and fee approvals within delegated authority while escalating complex or high-risk matters to IP attorneys. Ensures high-quality work product by providing templates, proofing drafts, and aligning filings with internal policies and portfolio strategy. Maintains cross-functional communication to meet short- and medium-term prosecution milestones and budget targets.
• Docketing, Data Governance, and System Stewardship: Leads the integrity, completeness, and timeliness of IP data and deadlines in CPI, Inteum Minuet and related tools (e.g., USPTO portals), partnering with Legal Operations, IT, and vendors. Establishes standards and quality controls for docketing, data entry, audits, and system workflows; plans and executes tool enhancements and platform transitions. Makes operational decisions on docketing practices and corrections within policy; recommends systems/process improvements with measured impact on risk and efficiency. Interacts with outside vendors and internal teams to ensure compliance with statutory and contractual timelines.
• Document Execution and Records Management: Oversees preparation, routing, and execution of formal IP documents (e.g., powers of attorney, assignments, declarations), engaging investigators, departmental administrators, and external parties as needed. Ensures accuracy, chain-of-title integrity, and compliance with institutional policies and jurisdictional requirements; maintains original executed documents, trademark specimens, and related correspondence. Makes determinations on document formats, signature processes, and record retention within guidelines; escalates non-standard or complex agreements to senior legal staff.
• Vendor, Renewal and Financial Process Oversight: Identifies, evaluates, and implements IP-related vendors (e.g., annuity/renewal services, search providers, docketing tools) in collaboration with Legal Operations, Procurement, and Finance. Directs annuity/maintenance fee workflows and portfolio renewals, ensuring timely payments and alignment with budget and strategy. Authorizes payments and fee instructions within approved thresholds; monitors vendor performance against SLAs and recommends changes to optimize cost, quality, and risk.
• Cross-Functional Collaboration for Commercialization and Compliance: Partners closely with the Belfer Office for Dana-Farber Innovations and other stakeholders (e.g., Sponsored Research, Compliance, Marketing) to support marketing, sponsorship, licensing, and post-deal compliance obligations. Advises on IP-related timelines, obligations, and risks arising from collaborations, MTAs/CTAs, sponsorships, and license agreements. Coordinates internal and external stakeholders to ensure IP protection and deliverables are met, balancing daily needs with long-term institute goals.
• Team Leadership and Operations Planning: Manages a team of Intellectual Property Paralegals; recruits, trains, and allocates workload to meet service, quality, and risk standards. Develops and maintains SOPs, training materials, and knowledge resources; leads regular meetings and sets goals in collaboration with IP leadership and the Director, Legal Operations. Establishes coverage plans, monitors performance metrics, and drives continuous improvement and change management initiatives aligned with annual objectives. Hires, develops, and manages staff to achieve organizational goals. Sets clear expectations, delivers feedback, and monitors performance for quality, efficiency, and compliance with policies and procedures. Mentors staff, fosters career growth, and cultivates a positive and productive work environment.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager