IP Practice Team Specialist

IP Practice Team SpecialistCooley is seeking an IP Practice Team Specialistto 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.Position Responsibilities:Administrative and practice support:Take initiative to handle/support non-billable functions of the IP practice groups allowing the practitioners to focus on business development and billable client workKey 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 neededKey administrative liaison for the integration of new practitionersProactively oversee new client engagement and conflicts checks, draft and finalize waiver lettersDraft audit letters and support the audit letter approval processCoordinate with and assist client transition team with intake, transfer, and disengagement tasks, for example, communicating with foreign agents as neededCreate and maintain client and partner reference guides in coordination with the client teamsProvide transition support to departing practitioners including monitoring email and voicemail accounts post departureOversee 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 requirementsArrange for and manage complex travel (domestic & international)Billing and finance support:Proactively keep the pre-bill review process moving to lessen the attorney's workload and take responsibility of timely returning pre-bills to AccountingWork in partnership with Financial Services and client account specialists to compile reports and analyze data as neededServe as the liaison between client and collections on special billing requirements, discrepancies, write-offs and discounts as directedRequest and analyze client billing charts and monitor client matter budgetsAssist with the practice expense approval processTake initiative to process expense reimbursementsAssist in the international invoice approval process, approve credit memos from international agentsProsecution support: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 deadlinesGenerate docket and status reports as neededPerform research and extract relevant IP information from official patent and trademark databasesBusiness development and marketing support:Coordinate and participate in specific initiatives related to client development efforts led by, and in conjunction with, members of the Marketing and Business Development teamPrepare and maintain reports relating to pitches made to clients and potential clients as requestedSpecial projects: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 presentationCentralized point-of-contact for opening all IP pro bono mattersTracking diligence projectsGeneral responsibilities:Act as a back-up to other IP PTS(s)Maintain high standards for internal/external client service and quality controlChampion and promote diversity, equity and inclusion to help drive positive changePrepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinkingConsistently meet deadlines and effectively complete operational and project-based assignmentsAdhere to IP principles, specific policies, procedures and best practicesActively participate in team training sessions and meetings and provide appropriate feedback or topic ideasImmediately report all risk management-related concerns following proscribed risk reporting processAll other duties as assigned or requiredSkills & ExperienceRequired:3+ years relevant IP experienceAfter orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applicationsAvailable to work overtime, as requiredRelevant executive administrative experiencePreferred:Bachelor's DegreeLaw Firm experience strongly preferredCompetenciesCustomer 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 needsAbility to work independently and under pressure/tight time constraintsCreative and entrepreneurial approach to problem-solving and process improvementFlexible and agile, ability to reprioritize with changes in the businessStrong initiative and a get-it-done attitudeExcellent communication and interpersonal skillsCooley 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 $40.00 - $55.50 ($83,200.00 - $115,440.00 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. #J-18808-Ljbffr

Created: 2025-09-17