IP Practice Support Assistant

Cooley LLP; Seattle (WA); On-site; USD 34,000 - 50,000; Full time

Benefits offered by this job

Medical benefits

Parental leave

PTO

Job summary

Cooley LLP is seeking an IP Practice Support Assistant to aid the Patent Prosecution and Counseling and Trademark groups with a variety of administrative duties. The role supports practitioners, specialists, and paralegals in daily tasks such as docketing, conflict checks, and matter setup.

Responsibilities include obtaining patent documents, processing invoices via Chrome River, updating iManage, and coordinating travel and meeting logistics.

Qualifications

• Strong time management and attention to detail are essential.
• Proficiency in Microsoft Office suite and firm applications after orientation.

Responsibilities

• Process docket number requests, conflict checks, and new matter requests.
• Obtain patent documents from public or firm resources.
• Order/secure certified patent/trademark documents.
• Upload IDS references via EFS and support billing tasks.
• Assist with travel, meeting logistics, and conference room scheduling.
• Enter practitioner time and fixed fees in IntApp Time.
• Support monthly client bills and prebills.
• Update iManage according to file guidelines.
• Coordinate and prepare courier labels and packages.

Skills

Time management

MS Office

Education

Bachelor's Degree

Tools

iManage

Chrome River

IntApp Time

Job description

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 include, but are not limited to, the following:

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

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.

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.