Reports To: Corporate Counsel
Location: Durham, NC (hybrid work)
Employment Status: Full-time

Position Summary

The Legal Coordinator is responsible for providing timely, accurate and professional support related to the administration of SRC-funded intellectual property (e.g., invention disclosures and patents). This position oversees the U.S. patent process and related patent prosecution matters, including but not limited to, reviewing university invention disclosures, designating the appropriate patent firms to file the applications, managing responses of office actions, approving related expenses, ensuring adherence to filing deadlines and maintenance fees, and handling internal and external communications. The Legal Coordinator will also provide administrative support to the contracts department.

Essential Duties and Responsibilities

  • Act as the first point of contact for receiving Invention Disclosures from SRC-funded university research. Upon SRC sponsorship approval, designates patent counsel to file the application and ensures ongoing communication throughout the prosecution process.
  • Organize, manage, and oversee all tasks related to patent prosecution, including provisional filings, conversions, office actions, issuances, docket filings, deadline tracking, maintenance fees, and related activities.
  • Enter and maintain intellectual property and patent data in the SRC database; generates reports as needed.
  • Communicate with universities regarding approvals/non-approvals, financial authorizations, patent firm engagement, application status, and invoicing.
  • Coordinate closely with patent attorneys/firms by providing necessary information, anticipating needs, tracking dockets, and maintaining regular communication.
  • Builds and fosters positive relationships with university tech transfer offices and their respective patent firms.
  • Review and code patent-related invoices to ensure accurate billing and proper allocation of funds across SRC research programs.
  • Negotiate with patent firms regarding fees, invoices, and budget-related matters as needed.
  • Collaborate with Accounting to generate and manage the annual IP budget for each program. Partners with Program Managers to facilitate and execute budget distribution across university IP sponsorships.
  • Respond to internal and external inquiries in a timely and professional manner.
  • Prepare patent reports for data analysis as requested by stakeholders.
  • Manage the budget for each program and monitors IP expenses in the MineralTree database.
  • Contribute to the overall effectiveness of the Finance and Contracts Department by performing various administrative tasks, including assisting the Contract Specialist with data entry, contract generation and distribution, proofreading, and related duties.
  • Other duties as assigned by management.

Knowledge, Skills, and Abilities

  • Strong organizational, planning, and prioritization skills
  • Excellent attention to detail with the ability to meet deadlines
  • Clear and effective written and verbal communication skills
  • Ability to work independently with minimal supervision
  • Customer-focused mindset and professional attitude
  • Collaborative team player with a flexible and adaptable approach
  • Comfortable navigating change and shifting priorities

Experience & Education Required

  • High school diploma or GED required; associate or bachelor’s degree preferred
  • 2–4 years of experience in an administrative role involving database management, project coordination, deadline tracking, and professional communication
  • Experience with intellectual property, patents, or contracts is strongly preferred
  • Prior legal assistant or paralegal experience is a plus
  • Familiarity with university research contracts is beneficial

Physical Demands / Work Environment

  • Hybrid work model requires work in office/onsite and optional work from home
  • Requires frequent use of computer for extended viewing of computer screen (at least 90% of time) and repetitive use of a keyboard and some phone/headset activity
  • Sedentary/stationary position. Must be able to remain in a stationary position for prolonged periods (up to 90% of the time) with occasional movement around the office environment
  • Communication skills:  listening, verbal, written, presentations