IP Practice Support Assistant

Cooley LLP

Reston (VA)

On-site

USD 78,799,000 - 95,991,000

Full time

14 days+

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Benefits offered by this job

Medical

Health Savings Account

Dental

Vision

Pre-tax commuter benefits

Life insurance

AD&D

Long-term care coverage

Backup care for children and/or adults

Parental support benefits

Firm-paid life insurance

LTD

Short term medical benefits

PTO 20 days

10 paid holidays

Job summary

Cooley LLP in Reston, VA is seeking an IP Practice Support Assistant to join the IP Services team. The IP PSA will assist with administrative projects in support of practitioners, specialists, and paralegals across Patent Prosecution, Counseling, and Trademark groups.

Key duties include docketing, conflict checks, preparing bills, time entry, filing and records management, travel and meeting logistics, and coordination with vendors.

Qualifications

Bachelor’s degree preferred
Experience providing administrative support in a professional services environment
Strong attention to detail with the ability to prioritize deadlines

Responsibilities

Process docket number requests, conflict checks and new matter numbers
Obtain patent documents via public or firm-vendor resources
Coordinate and process vendor invoices and reimbursements
Enter practitioner time and fees in timekeeping systems
Assist with organization of monthly client bills and prebills
Update electronic file guidelines in iManage
Coordinate travel and meeting logistics

Skills

Customer service

Attention to detail

Time management

Organization

Education

Bachelor’s Degree

Tools

Microsoft Office

IntApp Time

Chrome River

iManage

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.

Position responsibilities

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

Compensation

The expected hourly pay range for this position with a work schedule of 40 hours per week is $27.50 - $33.50 ($57,200.00 - $69,680.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate.

Benefits