IP Practice Support Assistant

Cooley LLP; Palo Alto (CA); On-site; USD 34,000 - 50,000; Full time

Benefits offered by this job

Medical benefits

Health Savings Account

Dental & Vision

Paid Time Off (PTO)

Holidays

Parental leave

Job summary

Cooley LLP seeks an IP Practice Support Assistant to join the IP Services team in Palo Alto. The role supports patent prosecution, counseling, and trademark practice groups with a variety of administrative tasks.

You will handle docketing, conflict checks, document retrieval, invoicing, travel coordination, and billing support while maintaining client-focused service. A Bachelor’s degree is preferred and prior professional services experience is beneficial.

Qualifications

• After orientation, proficient in Microsoft Office, iManage and other firm applications.
• Preferred: Bachelor’s Degree.
• Prior administrative experience in a professional service industry.

Responsibilities

• Process docket number requests and conflict checks.
• Obtain patent/trademark documents and upload IDS references.
• Coordinate travel, reserve conference rooms, and schedule meetings.
• Process domestic vendor invoices and reimbursements.
• Enter practitioner time and fees in timekeeping systems.
• Assist with monthly client bills and prebills.
• Support billing tasks and organize filings per guidelines.
• Assist with general printing, copying, and scanning requests.

Skills

Customer service

Attention to detail

Organization

Prioritization

Communication

Education

Bachelor’s Degree

Tools

Microsoft Office

iManage

IntApp Time

Chrome River

Job description

IP Practice Support Assistant Cooley is seeking an IP Practice Support Assistant to join the IP Services team.

Position Summary

The IP Practice Support Assistant (IP PSA) will assist with various administrative projects and duties in support of practitioners, specialists, and paralegals in the Patent Prosecution and Counseling and Trademark, Copyright and Advertising practice groups.

Specific duties

• Process new docket number requests
• Conflict checks and new matter number requests
• Obtain patent documents via public and/or firm-vendor resources
• Order/secure certified patent/trademark documents
• Upload Information Disclosure Statement (IDS) references via EFS
• Assist with special projects
• Obtain timekeeper approval and coordinate payment for foreign associate invoices
• Process domestic vendor invoices and expense reimbursements using Chrome River
• Enter practitioner time and fixed fees in IntApp Time, as requested
• Assist with organization of monthly client bills (electronic/manual) and other billing tasks (bookmarking prebills, cover letters)
• Update iManage in accordance with practice group electronic file guidelines
• Prepare labels and packages for courier delivery
• Assist with general printing, copying and scanning requests
• Coordinate and schedule travel
• Reserve conference rooms, schedule conference calls and coordinate other meeting logistics

Skills & Experience Required

• Available to work overtime, as required
• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Preferred: Bachelor’s Degree
• Previous administrative experience in a professional service industry

Competencies

• 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

Benefits

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $25.00 - $36.00 ($52,000.00 - $74,880.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

• 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.