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Patent Docketing & Annuities Paralegal

Cambridge, Massachusetts, United States
Closing date
Dec 16, 2022

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Position Type
Full Time
Organization Type
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Job Description

5,600 people dedicated to discovery across 6 research locations around the globe!

The Novartis Institutes for BioMedical Research (NIBR) is the innovation engine of Novartis. We collaborate across scientific and organizational boundaries, with a focus on powerful new technologies that have the potential to help produce therapeutic breakthroughs for patients.

The Patent Docketing & Annuities Paralegal will ensure timely, complete and accurate docketing and de-docketing in the IP Management System (e.g., Memotech) and document management system (e.g., First-to-File). Will support the Global Head of Patent Docketing and Annuities with the supervision and development of an outsourced docketing team that handles docketing activities for world-wide patent filings and prosecution at Novartis. Based on expert knowledge in, and experience with patent annuities globally, interfaces daily with our annuity service provider, attorneys, and foreign agents to ensure timely instruction and payment processing of annuities. Will maintain data integrity by performing or assisting with daily quality control checks of processed mail and files to and from annuity service provider. Provide intake assistance for acquisitions or other transfers. Perform a diverse range of IP and legal support services/assistance to patent attorneys under limited supervision by the Global Head of Patent Docketing and Annuities. Provide experienced knowledge and understanding of IP law and practice issues, both locally and globally. Manage resources to maximize efficiency and productivity.

Your key responsibilities include, but are not limited to:

Manages deadlines in docketing database, reviews incoming foreign and USPTO mail related to patents and other types of intellectual property law, update bibliographic information and docket deadlines, and forward documents per procedure
Reviews internal e-mail requests from attorneys and paralegals and updates records and data/deadlines in the IP Management system accordingly, including case creation
Assists in quality assurance review for patent filings (second pair of eyes) by noting and referring any errors or omissions, including to Docketing and patent annuities or Annuities
Runs, analyzes and distributes the Fatal Deadline report to appropriate attorneys and paralegals and update Memotech as needed
Participates in and ensures docketing team participates in on-boarding of new Attorneys and paralegals, i.e. fully brief on docketing/data integrity role and support provided by the docketing team
Ensures annuities are properly set up or completed for file intakes/outgoing transfers, and ensures timely instruction and payment processing of annuities payments, communicates with centralized annuity payment provider and foreign agents regarding annuities; directly instructs payment of patent Annuities fees in online payment software, sends notifications/reminders re: annuity deadlines on an advanced monthly schedule, interfaces with annuity service provider as necessary to answer questions and ensure accurate information, and dockets and de-dockets annuity-related deadlines in IP Management System
Leads data quality activities, including in relation to patent Annuities and analyses all instances of payment failure/near-misses to identify root causes and propose solutions.
Reviews and verifies patent expiration dates and the current events list, including patent Annuities events, used by the docketing team and makes recommendations to the Global Head, Patent Docketing and Annuities, for any required changes in the docketing practices
Assists Global Head, Patent Docketing and Annuities with analyzing patent laws, patent law changes and transitional stipulations and implementation of the relevant changes into the worldwide patent processes
Completes special projects as assigned by Global Head of Patent Docketing and Annuities
As needed or requested, assists docketing team with other duties not listed above

Project Responsibilities
Participate in, coordinate and/or lead projects, including those with cross-team and/or cross-divisional scope.

This position can be located at any of the U.S. offices (Cambridge, MA; East Hanover, NJ; La Jolla, CA or Emeryville, CA). This position will require about 5% travel as defined by the business (domestic and/ or international).

Diversity & Inclusion / EEO

The Novartis Group of Companies are Equal Opportunity Employers and take pride in maintaining a diverse environment. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, color, religion, gender, national origin, age, sexual orientation, gender identity or expression, marital or veteran status, disability, or any other legally protected status. We are committed to building diverse teams, representative of the patients and communities we serve, and we strive to create an inclusive workplace that cultivates bold innovation through collaboration and empowers our people to unleash their full potential.

Minimum Requirements

What you’ll bring to the role:

• High School Diploma required; Associates or Bachelor’s degree preferred
• Paralegal qualification/certification strongly preferred
• 5+ years of IP Annuity and/or IP Docketing experience
• Experience working as Patent Paralegal or Docketing Paralegal preferred
• Experience working at a high-volume corporate environment preferred
• Excellent communication skills; knowledge of a 2nd language a plus

Why Novartis?
766 million lives were touched by Novartis medicines in 2021, and while we’re proud of this, we know there is so much more we could do to help improve and extend people’s lives.

We believe new insights, perspectives and ground-breaking solutions can be found at the intersection of medical science and digital innovation. That a diverse, equitable and inclusive environment inspires new ways of working.

We believe our potential can thrive and grow in an unbossed culture underpinned by integrity, curiosity and flexibility. And we can reinvent what's possible, when we collaborate with courage to aggressively and ambitiously tackle the world’s toughest medical challenges. Because the greatest risk in life, is the risk of never trying!
Imagine what you could do here at Novartis!
Commitment to Diversity & Inclusion: Novartis is committed to building an outstanding, inclusive work environment and diverse teams representative of the patients and communities we serve.

Accessibility and Reasonable Accommodations: Individuals in need of a reasonable accommodation due to a medical condition or disability for any part of the application process, or to perform the essential functions of a position, please send an e-mail to [email protected] or call +1 (877)395-2339 and let us know the nature of your request and your contact information. Please include the job requisition number in your message.

The pay range for this position at commencement of employment is expected to be between $45.13 and $67.69/hour; however, base pay offered may vary depending on multiple individualized factors, including market location, job-related knowledge, skills, and experience. (This referenced salary is for US locations only.) The total compensation package for this position may also include other elements, including a sign-on bonus, restricted stock units, and discretionary awards in addition to a full range of medical, financial, and/or other benefits (including 401(k) eligibility and various paid time off benefits, such as vacation, sick time, and parental leave), dependent on the position offered. Details of participation in these benefit plans will be provided if an employee receives an offer of employment. If hired, employee will be in an “at-will position” and the Company reserves the right to modify base salary (as well as any other discretionary payment or compensation program) at any time, including for reasons related to individual performance, Company or individual department/team performance, and market factors.

Join our Novartis Network: If this role is not suitable to your experience or career goals but you wish to stay connected to hear more about Novartis and our career opportunities, join the Novartis Network here:
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