IP Paralegal & Office Manager

Brigham Young University • Provo, UT

1d • $59,000 - $75,500 • Onsite

About The Position

The IP Paralegal & Office Manager provides critical support for the Office of Technology Transfer by managing intellectual property processes, systems, records, and compliance. This mid-level professional role helps ensure timely patent filings, accurate database management, efficient workflows, and coordinated support for licensing staff, faculty inventors, legal counsel, and university leadership.

Requirements

• Bachelor's degree in a relevant field such as business, science, engineering, paralegal studies, or a related area and at least 3 years of experience in intellectual property administration, patent processing, technology transfer, or a closely related field; OR an equivalent combination of education and related experience.
• Experience working with records, deadlines, confidential information, and professional communications involving multiple stakeholders.
• High proficiency with database tools such as MS Access and Excel and ability to learn new platforms such as PowerApps/Dataverse.
• Strong organizational skills, meticulous attention to detail, and proven ability to meet deadlines.
• Excellent written and verbal communication skills, including professional interaction with faculty, administrators, legal counsel, and outside firms.
• Proactive problem-solving orientation and ability to work independently while managing multiple projects.
• Ability to maintain confidentiality and handle sensitive intellectual property and contractual records.

Nice To Haves

• Experience in patent docketing or IP portfolio management.
• Prior experience in a university, research, legal, or technology commercialization setting.
• Paralegal certification or coursework in intellectual property law.
• Current notary public status or willingness to become a notary public.
• Familiarity with automation tools such as Power Automate, DocuSign, and digital workflow design.
• Understanding of faculty/research culture, Bayh-Dole obligations, iEdison reporting, and university IP processes.
• Ability to support database migration planning, data cleanup, and workflow documentation.

Responsibilities

• Manage invention disclosures and provisional patent filings.
• Maintain patent prosecution schedules, deadlines, and related follow-up.
• Coordinate with inventors, outside counsel, BYU legal offices, and licensing staff to support accurate and timely filings.
• Maintain the Technology Transfer database, including the current Access system.
• Ensure data quality, completeness, and consistent IP recordkeeping.
• Help drive transition to improved platforms such as PowerApps/Dataverse, including data migration planning.
• Manage contract version control and parent/child agreement relationships.
• Ensure federal compliance, including iEdison reports, Bayh-Dole adherence, and institutional reporting.
• Implement process automations such as DocuSign workflows and Power Automate scripts to improve efficiency and reduce bottlenecks.
• Maintain organized archiving of digital and physical IP records.
• Prepare licensing and assignment agreements using approved templates and direction from licensing staff and counsel.
• Coordinate internal review and signature collection with inventors, the Associate Academic Vice President, and other required parties.
• Enter fully executed agreements into the Technology Transfer database for tracking and reporting.
• Assist with marketing the technology portfolio through faculty workshops, inventor networking events, public showcases, seminars, or IP-related courses.
• Provide logistical support for events and outreach efforts as needed.
• Communicate regularly with the Director and licensing staff regarding project status, deadlines, risks, and process improvements.
• Contribute to office strategy by suggesting new tools, systems, and workflow improvements.

Benefits

• 401k. BYU automatically contributes 8% at no cost to you. Additionally, if you contribute 5%, BYU adds an additional 4% (Rehires may qualify for different retirement plans)
• Generous vacation and sick time, plus 13 paid holidays
• Employee assistance program, available to the employee and all members of their household
• Tuition benefits for employees and eligible family members
• Access to athletic facilities
• Excellent medical/dental benefits
• Short/long term disability benefits
• Paid parental and maternity leave
• Wellness program
• Free on-campus parking
• Free UTA passes for employee, spouse, and qualified dependents
• Discounts at the BYU Store and for many events at BYU

What This Job Offers

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