Legal Practice Coordinator (IP)

Pillsbury Winthrop Shaw Pittman; Austin (TX); On-site; USD 90,000 - 115,000; Full time

Job summary

Pillsbury Winthrop Shaw Pittman LLP is seeking an experienced administrative professional for its Austin, Texas location. The successful candidate will support attorneys and patent agents with various tasks, including USPTO filings and maintaining client schedules.

With at least 5 years of legal secretarial experience in patent prosecution and advanced skills in MS Office, the candidate will manage workflow and ensure exceptional client service. The position offers a salary between $90,000 and $115,000, commensurate with experience.

Qualifications

• 5+ years of legal secretarial experience in patent prosecution required.
• Maintain knowledge of U.S. Patent and Trademark Office rules and regulations.
• Tech savvy with advanced-level MS Office Suite and Adobe Acrobat skills.
• Excellent client service and communication skills.

Responsibilities

• Ensure efficient daily administrative tasks for attorneys and patent agents.
• Prepare and electronically file responses for the USPTO.
• Maintain docket notes and report communications from the USPTO.
• Organize workflow, files, and recordkeeping for assigned legal team.

Skills

Legal secretarial experience

Knowledge of USPTO rules

Advanced MS Office Suite

Client service skills

Communication skills

Organizational skills

Time management skills

Typing speed 60+ wpm

Team player

Education

College/University Degree

Tools

Adobe Acrobat

Windows operating system

Job description

Austin, Texas

Job Description

Primary Responsibilities

• Assumes responsibility for ensuring the efficient daily administrative tasks and support to the attorneys and patent agents in the Intellectual Property Practice Section.
• Responsibilities including creating shells for Office Action responses, preparation and electronic filing of responses, and assisting with other submissions and documents as required by the USPTO.
• Review timekeeper docket reports and maintain docket notes to keep IP timekeepers abreast of upcoming deadlines and their respective status.
• Report communications from the USPTO to attorneys and clients and ensure prompt responses to inquiries.
• Research, generate, and update case status reports and IP schedules for clients, attorneys, and other IP timekeepers.
• Access and research a variety of patent databases.
• Open new matters, review and edit client bills, screen calls and emails, process expense reports, submit check requests, process invoices, handle travel arrangements, and maintain electronic files.
• Assist with secretarial coverage when IP legal secretaries are unexpectedly out or on vacation.
• Demonstrates mastery of the Firm’s Microsoft Office system by producing a variety of documents from various source materials.
• Composes routine correspondence and non-routine correspondence for attorney review as requested.
• Provides administrative support to assigned legal team by ensuring the organization of workflow, files, and recordkeeping, including preparation of timesheets and client bills, expense reports, and the processing of incoming and outgoing mail and overnight deliveries.
• Assists in organizing work schedule by maintaining calendar, scheduling appointments and coordinating travel arrangements.
• Must be available to work overtime as needed.
• Performs other administrative duties as assigned.

Qualifications

• 5+ years of legal secretarial experience in patent prosecution required and in-depth knowledge of USPTO rules and regulations.
• Maintain a thorough knowledge and understanding of U.S. Patent and Trademark Office rules and regulations and the filing procedures for all aspects of U.S. patent prosecution and international prosecution.
• Tech savvy with advanced-level MS Office Suite and Adobe Acrobat skills required.
• Excellent client service, communication, organizational, and time management skills a must.
• Team player with outstanding interpersonal skills and a strong work ethic.
• College/University Degree preferred.
• Accurate typing speed of 60+ wpm.

Required Skills and Abilities

• Excellent word processing skills and knowledge of Windows operating system.
• Ability to meet the demands of a fast-paced work environment and multiple priorities.
• Ability to work cohesively in a team environment.
• Excellent organizational, communication and interpersonal skills.
• Professional, upbeat, energetic, proactive, dependable, and takes pride in work.
• Proficiency in spelling, grammar, proofreading and writing skills (English), and a strong attention to detail and accuracy.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Ability to quickly learn new processes/procedures/styles and possess good judgement/intuition.

The expected salary range for this position is $90,000 - $115,000. Final compensation will be determined based on several factors, including but not limited to, relevant experience, qualifications, skill set, and geographic location.

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

If you require an accommodation in order to apply for a position, please contact us at [e-mail].