IP Practice Team Specialist

Cooley • Boston, MA

11d • $83,200 - $110,240

About The Position

IP Practice Team Specialist Cooley is seeking an IP Practice Team Specialist to join the IP Services team. Position Summary : The IP Practice Team Specialist (IP PTS) serves as the centralized point of contact responsible for providing high-level non-billable administrative practice management support to assigned Patent practitioners. The IP PTS supports the entire practice group and serves as the administrative liaison between clients and the firm.

Requirements

• 3+ years relevant IP experience
• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Available to work overtime, as required
• Customer service oriented, as demonstrated by strong attention to detail, organization and ability to prioritize work tasks and manage deadlines based upon internal and external client needs
• Ability to work independently and under pressure/tight time constraints
• Creative and entrepreneurial approach to problem-solving and process improvement
• Flexible and agile, ability to reprioritize with changes in the business
• Strong initiative and a get-it-done attitude
• Excellent communication and interpersonal skills

Nice To Haves

• Relevant executive administrative experience
• Bachelor’s Degree
• Law Firm experience strongly preferred

Responsibilities

• Take initiative to handle/support non-billable functions of the IP practice groups allowing the practitioners to focus on business development and billable client work
• Key point of contact for senior attorneys and practitioners, perceptively anticipate their need, liaison between partners and others inside and outside the firm, e.g. communicate with clients as needed
• Key administrative liaison for the integration of new practitioners
• Proactively oversee new client engagement and conflicts checks, draft and finalize waiver letters
• Draft audit letters and support the audit letter approval process
• Coordinate with and assist client transition team with intake, transfer, and disengagement tasks, for example, communicating with foreign agents as needed
• Create and maintain client and partner reference guides in coordination with the client teams
• Provide transition support to departing practitioners including monitoring email and voicemail accounts post departure
• Oversee all aspects of practice group meeting preparation and logistics (e.g., agenda, conference rooms, catering, outlook invitations, presentation materials)
• Support practitioners as needed to meet professional development requirements
• Arrange for and manage complex travel (domestic & international)
• Proactively keep the pre-bill review process moving to lessen the attorney’s workload and take responsibility of timely returning pre-bills to Accounting
• Work in partnership with Financial Services and client account specialists to compile reports and analyze data as needed
• Serve as the liaison between client and collections on special billing requirements, discrepancies, write-offs and discounts as directed
• Request and analyze client billing charts and monitor client matter budgets
• Assist with the practice expense approval process
• Take initiative to process expense reimbursements
• Assist in the international invoice approval process, approve credit memos from international agents
• Monitor and maintain status charts for clients and practitioners to ensure prioritization and completion of timely filings; coordinate with the client service specialists and trademark paralegals, as appropriate regarding same; prepare reports of previous filings and upcoming deadlines
• Generate docket and status reports as needed
• Perform research and extract relevant IP information from official patent and trademark databases
• Coordinate and participate in specific initiatives related to client development efforts led by, and in conjunction with, members of the Marketing and Business Development team
• Prepare and maintain reports relating to pitches made to clients and potential clients as requested
• Conduct research for a variety of purposes, e.g. IP research on public and private databases, gather potential and current client information such as corporation/subsidiary information to update our records or for conflict checks, create a dossier for a partner or a client presentation
• Centralized point-of-contact for opening all IP pro bono matters
• Tracking diligence projects
• Act as a back-up to other IP PTS(s)
• Maintain high standards for internal/external client service and quality control
• Champion and promote diversity, equity and inclusion to help drive positive change
• Prepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinking
• Consistently meet deadlines and effectively complete operational and project-based assignments
• Adhere to IP principles, specific policies, procedures and best practices
• Actively participate in team training sessions and meetings and provide appropriate feedback or topic ideas
• Immediately report all risk management-related concerns following proscribed risk reporting process
• All other duties as assigned or required

Benefits

• Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.
• We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits.
• In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off (“PTO”) and 10 paid holidays each year.
• We provide generous parental leave and fertility benefits.
• New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level