About Us:
Marshall, Gerstein & Borun LLP provides sophisticated intellectual property advice and legal services to many of the world’s largest, most innovative businesses, research institutions, universities, and entrepreneurs. For more than six decades, we have been exclusively dedicated to excellence in the practice of IP law. Our size and singular focus enhance efficiency, foster responsive and creative decision-making, and help clients achieve mission-critical results. We cultivate trust, communicate clearly, and deliver effective solutions.
Your Role:
The Information Governance Analyst plays a key role in supporting the Firm’s Records and NBI function by ensuring the accurate collection, analysis, and processing of new business and client data across firm-wide systems and classifying electronic records across enterprise repositories. This position is responsible for maintaining the integrity, consistency, and quality of client and matter records by applying a strong working knowledge of the Firm’s new business intake processes, records management practices, and electronic database systems. The Analyst works closely with attorneys, administrative staff, and the Records Management team, generates reports in response to firm-wide requests, and works alongside the New Business Intake Coordinator to support time-sensitive data maintenance and reporting needs. This role contributes directly to the efficiency, compliance, and reliability of the Firm’s data and records management functions.
Your Impact:
- New Business IntakeData Processing and Conflicts Report Preparation: Collect, analyze, categorize, and process incoming new business data from multiple points of entry to ensure accurate client and matter setup across firm-wide systems.
- Information Classification & Governance: Implement best practices for classifying and managing electronic records across enterprise repositories including NetDocuments (DMS & NDToolKit), Intapp (New Business Intake & Conflicts modules), and Microsoft Office.
- Patent Prosecution Intake Support: Analyze and process incoming U.S. and foreign patent prosecution materials to ensure proper classification and entry into MGB and related systems.
- Database Management & Reporting: Enter, update, and maintain data derived from new business intake forms in multiple databases to support regular reporting and firm-wide access to accurate client information.
- Data Integrity & Quality Control: Provide ongoing database maintenance, quality control, and research support to ensure consistency and accuracy of records maintained in firm systems and electronic record programs.
- Process Consistency & Improvement: Detect patterns of inconsistent data usage and collaborate with firm personnel to promote standardized recordkeeping practices. Assist with documenting current procedures and streamlining processes related to electronic records management.
- Records & Engagement Letter Management: Work closely with attorney support staff to ensure Client Engagement Letters are properly filed in designated physical binders and electronic logs.
- Cross-Team Collaboration: Partner with the Records Management Team Leader and Chief Innovation Management Officer to support firm-wide initiatives related to records, reporting, and data governance
- Backup & Time-Sensitive Support: Serve as backup to New Business Intake and Records teams, ensuring time-sensitive data maintenance and intake requests are completed accurately and on time.
- Training & Support: Help train staff on best practices related to records governance and new business intake, reinforcing compliance, and reducing risk.
- Project & Administrative Support: Perform additional duties and special projects as assigned to support evolving business and strategic needs of the Firm.
YOUR SKILLS:
Required:
- Minimum of 1+ years of records management or data administration experience
- Strong knowledge of Microsoft Office Suite (Word, Excel, and PowerPoint)
- Exceptional attention to detail with the ability to maintain a high level of accuracy and low error rates.
- Strong customer service mindset with experience supporting internal stakeholders such as attorneys and administrative staff.
- Demonstrated initiative, accountability, and the ability to adapt to changing responsibilities aligned with the firm’s strategic goals and work independently with minimal supervision.
- Strong organizational, analytical, and problem-solving skills with the ability to manage multiple projects and shifting priorities.
- Excellent verbal and written communication skills; able to interact effectively with individuals at all levels of the Firm.
- Ability to exercise sound judgment, maintain confidentiality, and use discretion at all times.
- Ability to adapt to changing job responsibilities based on the strategic goals of the Firm.
- Willingness and flexibility to work before or after standard business hours when necessary to meet firm requirements.
Preferred:
- Prior experience in records management, preferably in an intellectual property or legal environment.
- Working knowledge of document management systems (Open Text DM10), SharePoint, and database applications such as MS Access is helpful, but not required.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Familiarity with legal terminology, IP records, and matter lifecycle management is a plus.
- Familiarity with Boolean search techniques.
- Associate or bachelor’s degree
YOUR REWARDS:
- Competitive salary, overall compensation and 401(k)
- Hybrid Remote Work Policy (3 Days In Office, 2 Days Remote)
- In-house and external learning and development opportunities
- Career Coaching Services
- Generous health insurance, mental health and well-being benefits
- Salary $69,000 to $79,000
EEO Statement
Our Firm is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Our employment decisions are based on individual qualifications, job requirements and business needs without regard to race, color, marital status, sex, sexual orientation, gender identity and/or expression, age, religion, disability, citizenship status, national origin, pregnancy, veteran status and/or any other legally protected characteristics. We are committed to providing reasonable accommodations, if you need an accommodation to complete the application process, please email [email protected].
Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights (https://www.eeoc.gov/poster) notice from the Department of Labor.
