Information Governance Specialist – New Business Intake

Information Governance Specialist – New Business Intake

Job Category
:
Staff and Administration

Requisition Number
: INFOR
001122

Posted
:
February 2, 2026

Work Type
:
Full-Time

Showing 1 location

Chicago Office
233 South Wacker Drive
6300 Willis Tower
Chicago, IL 60606, USA

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:

Information Governance Specialist plays a key role in supporting the Firm by ensuring the accurate collection, analysis, and processing of new business and client data across firm-wide systems. The role serves as the initial guardian of the firm's Intellectual Property (IP) practice. You will coordinate the end-to-end onboarding process for new clients and matters, including U.S. and foreign patents, trademarks, and copyrights.

Your primary focus is to ensure data integrity, perform rigorous conflict-of-interest vetting, and facilitate the seamless transfer of large IP portfolios into the firm’s docketing system. 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 Specialist works closely with attorneys, administrative staff, and the Records Management team, and supports time-sensitive data maintenance and reporting needs. This role contributes directly to the efficiency, compliance, and reliability of the Firm’s conflicts, data and records management functions.

Your Impact:

• New Business Intake & Data Processing: 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. Accurately enter and verify client/matter details for new patent and trademark applications, ensuring compliance with internal firm policies and client-specific guidelines.
• Patent Prosecution Intake Management: Analyze and process incoming U.S. and foreign patent prosecution materials to ensure proper classification and entry into MGB and related systems.
• Conflict Vetting: Conduct initial conflict searches on all parties involved in new matters and coordinate with attorneys to ensure proper clearance documentation is secured.
• 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. Perform periodic audits of intake records to ensure 100% accuracy of critical dates and deadlines.
• 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 Client Services Manager to support firm-wide initiatives related to records, reporting, and data governance.
• Backup & Time-Sensitive Support: Serve as backup to the New Business Intake Coordinator, ensuring time-sensitive data maintenance and intake requests are completed accurately and on time.
• Project & Administrative Support: Perform additional…