Patent Operations Specialist, Paralegal

UT Southwestern Medical Center • Dallas, TX

3d • Onsite

About The Position

The Patent Operations Specialist supports the Office for Technology Development by managing patent docketing, processing legal correspondence, and assisting with U.S. and foreign patent prosecution activities. The role coordinates with outside counsel and researchers to prepare, route, and track required legal documents and filings. Maintains accurate portfolio records and ensures compliance with institutional policies and USPTO requirements. The Patent Operations Specialist provides essential administrative and operational support to keep patent workflows timely, accurate, and well organized.

Requirements

• Associate's Degree in Paralegal Studies, Legal Studies, or a related field.
• 4 years experience working in a legal or patent department
• Experience with USPTO filing practice, patent legal document preparation, and patent docketing procedures.
• Proficiency with IP management systems (e.g., Anaqua, InnoTrack, Patrix, Wellspring Sophia).
• Strong organizational, communication, and time-management skills.
• Ability to handle confidential information and maintain accuracy in a deadline-driven environment.

Nice To Haves

• Bachelor's Degree In a relevant field
• 4-6 years of experience supporting patent prosecution, preferably in higher education, tech transfer, or an R&D environment.
• Advanced proficiency with Microsoft Excel and experience creating portfolio reports or dashboards.
• Paralegal certification (e.g., NALA, NFPA) or equivalent credential, Upon Hire

Responsibilities

• Enters and maintains all legal correspondence, deadlines, and documentation in the IP management system.
• Oversees the patent docketing process to ensure timely, accurate, and compliant data entry across the portfolio.
• Prepares weekly docketing reports, tracks action items, and documents meeting notes for weekly follow-up.
• Prioritizes and routes incoming outside counsel correspondence; assists with USPTO prosecution matters and responds to inquiries.
• Reviews Notices of Allowance, verifies patent expiration dates, and monitors prosecution milestones.
• Drafts and prepares legal documents including assignments, powers of attorney, declarations, and other required USPTO forms.
• Coordinates with principal investigators (PIs) and inventors to obtain signatures for oaths, declarations, and related legal documents.
• Drafts professional correspondence to outside counsel, internal stakeholders, and researchers as needed.
• Prepares and maintains patent portfolio summaries, reports, and Excel-based tracking documents.
• Analyzes, coordinates, and evaluates operational procedures to support continuous improvement across the patents and operations team.
• Maintains operational workflows, standard operating procedures (SOPs), and ensures alignment with institutional policies.
• Oversees ongoing portfolio maintenance, monitoring deadlines, prosecution milestones, and action items across domestic and foreign filings.
• Serves as the primary liaison to outside patent counsel, delivering clear instructions on prosecution strategy and case-specific actions.
• Manages outside counsel agreements, including coordination of contract workflows, tracking engagement terms, and ensuring alignment with institutional requirements.
• Ensures compliance with document retention, data management standards, and institutional policies related to patents and IP.
• Performs other duties as assigned to support the efficient operation of the tech transfer and IP management functions.

Benefits

• PPO medical plan, available day one at no cost for full-time employee-only coverage
• 100%25 coverage for preventive healthcare-no copay
• Paid Time Off, available day one
• Retirement Programs through the Teacher Retirement System of Texas (TRS)
• Paid Parental Leave Benefit
• Wellness programs
• Tuition Reimbursement
• Public Service Loan Forgiveness (PSLF) Qualified Employer

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree