IP Services Assistant

Requirements

• N/A
• The Firm will comply with any applicable city or state workplace mandates in effect in regards to Covid-19.
• This position description does not constitute a wri

Benefits

Additional Information

We are always seeking talented, motivated, growth-minded, and creative individuals. Our firm is committed to providing employee support and advancement, while embracing inclusion and innovation as keys to a stronger future. We invite you to explore the position below and to submit your application to join our team! The Intellectual Property (IP) Services Assistant (IPSA) supports the firm's IP practice with U.S. and international patent prosecution and responsible for reviewing daily dockets, managing correspondence, and assisting with the preparation and electronic filing of documents with the USPTO and other governmental agencies. The IPSA works closely with attorneys, clients, and paralegals to ensure adherence to procedures, timely completion of deadlines, and accurate maintenance of records. This position carries an annual billable hour requirement of 750 hours. Essential Responsibilities: Prepare and finalize documents for USPTO patent filings. Draft routine reporting letters to clients and foreign associates. Generate inventor formality documents for signature and submission to the U.S. Patent and Trademark Office (USPTO). Review and respond to client instructions, including confirming and drafting responses to inquiries related to U.S., PCT, and foreign applications. Use electronic resources provided by the USPTO and other government agencies. Monitor and manage U.S. and foreign docket deadlines, ensuring timely follow-up with attorneys, clients, and management. Partner with the IP docket department to clear daily docket reports in accordance with firm guidelines. Review client information to ensure compliance with special client instructions and procedures. Maintain spreadsheets related to portfolio management for designated clients. Develop and update worksheets and tools to assist attorneys in managing client needs. Stay current on rules, regulations, and procedures for filing domestic and international applications, in close coordination with attorneys. Complete checklists (e.g., filing and Issue Fee checklists) to ensure all requirements are satisfied. Save documents and correspondence in iManage, the firm's document management system. Prioritize daily tasks and promptly communicate when deadlines may be at risk. Provide back-up support to team members as needed. Collaborate effectively with Paralegal and Attorney teams. Track and record client-billable hours to meet the annual billable requirement. Track and record non-billable hours in accordance with firm policy. Adhere to all firm and client-specific policies, procedures, and guidelines in the performance of daily duties. Maintain strict confidentiality of all firm and client information. Required Knowledge, Skills, and Abilities: Knowledge of U.S. and international patent law, including PCT matters. Working knowledge of Patent Center, the USPTO's electronic filing and management system. Ability to research and navigate various online resources to obtain information for client communications and to maintain accurate data in the firm's IP-related software applications. Ability to understand and respond to specific clients' needs to deliver accurate, high-quality work products. Strong writing skills, including the ability to compose, proofread, and edit correspondence with precise grammar, spelling, and punctuation. Proactive approach with the ability to anticipate and support the needs of paralegals and attorneys. Ability to perform well under pressure while maintaining a high level of accuracy and attention to detail in a high-volume environment. Demonstrated ability to provide professional, high-quality client service to both internal and external clients. Strong organizational and administrative skills, with the ability to manage multiple tasks efficiently. Excellent written, verbal, and interpersonal communication skills for interaction with a diverse range of clients, attorneys, and staff. Ability to work both independently and collaboratively in hybrid and in-office environments. Flexibility to adapt to changing assignments, priorities, and practice needs. Required Education: Bachelor's degree, or any combination of training, education, and experience that demonstrates the ability to perform the duties of the position. Preferred Education: N/A Certification(s): N/A Required Qualifications: Minimum of two (2) years of progressive patent prosecution experience. Proficiency with USPTO procedures and best practices.

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