Patent Paralegal​/Administrative Manager

Overview

Scripps Research is a nonprofit biomedical institute with a 100-year legacy. Located in La Jolla, California, the institute encompasses multiple research departments, Nobel laureates, a leading graduate program, and innovative institutes that merge basic and translational science.

Position title:

Patent Paralegal/Administrative Manager

Position summary:

The Patent Paralegal / Administrative Manager provides comprehensive support for the Office of Patent Counsel in patent prosecution, docket management, reporting obligations, and administrative operations. This role combines paralegal expertise with office management responsibilities, ensuring accurate and timely filings, compliance with grant obligations, and efficient coordination across internal and external stakeholders.

PATENT PROSECUTION SUPPORT DUTIES:

• Prepare and file formal patent documents with the USPTO and PCT Receiving Office.
• Monitor and route communications from the USPTO, outside counsel, and foreign associates.
• Maintain complete patent files and coordinate new matter setup with OTD.
• Conduct compliance reviews, including Government Support Clause (GSC) and Verify File Completeness (VFC) audits.
• Track issued patents, record assignments, and maintain accurate prosecution histories

DOCKETING SUPPORT DUTIES:

• Ensure all prosecution deadlines are accurately entered into the docket.
• Provide notifications and track authorizations for pending actions.
• Prepare and circulate monthly Patent Strategy Committee (PSC) dockets; take notes and update instructions.
• Support automation of deadline notifications through App Coll.

REPORTING AND COMPLIANCE:

• Manage reporting obligations under grants and contracts (invention disclosures, confirmatory licenses, extensions, utilization reports).
• Advise iEdison on the progress of inventions and update records accordingly.
• Provide patent estate and status reports as requested by attorneys, OTD, or General Counsel.

OFFICE & ADMINISTRATIVE MANAGEMENT:

• Oversee OPC personnel records, subscriptions, and office equipment.
• Order supplies, process invoices and reimbursements, and coordinate purchase orders.
• Manage file archiving and storage logistics.
• Support hiring processes, onboarding, and general administrative functions.

FINANCIAL & ACCOUNT MANAGEMENT:

• Maintain and reconcile the USPTO Deposit Account, ensuring sufficient funds for filings.
• Work with CPA Global (or equivalent) to manage patent annuity payments, invoices, and reporting.
• Provide receipts and billing information to OPC Billing for chargebacks to licensees.
• Details of established essential functions for this position will be addressed/discussed during the interview process.

• Bachelor's degree in related field preferred
• 3-5 years' experience as Paralegal or equitable legal experience.
• Proficiency in Microsoft Word, Excel, Acrobat Pro, Outlook, and Dropbox required.
• Prior experience in patent prosecution, paralegal support, docketing and knowledge of U.S. and PCT patent filing processes.
• Strong attention to detail and organizational skills.
• Ability to manage deadlines and communicate effectively with stakeholders.

On-campus position requiring a minimum of 4 days per week onsite from the La Jolla campus, with flexibility to work 1 day per week remotely.

The expected hiring range for this position is $90,000 to $110,000 per year, commensurate with experience. Consideration will be given to experience that exceeds the listed requirements.

• Employer Contributed Retirement Plan; option to contribute to a 403(b).
• Comprehensive health and welfare plans including medical options, dental, vision, life insurance, disability, EAP, and more.
• Flexible Spending Accounts (Medical/Dependent Care).
• Competitive vacation and sick leave policies.
• Free on-site parking.

EEO statement
:
The Scripps Research Institute is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other legally protected characteristic or status.

The above statements describe the level of work performed and expected in general terms. The statements are not intended to list all responsibilities, duties and/or skills required of employees; content is subject to change. Nothing herein shall conflict with the employment-at-will status of Scripps Research staff.