IP Practice Team Specialist

IP Practice Team Specialist Cooley is seeking an IP Practice Team Specialist to 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 work
* Key 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 needed
* Key administrative liaison for the integration of new practitioners
* Proactively oversee new client engagement and conflicts checks, draft and finalize waiver letters
* Draft audit letters and support the audit letter approval process
* Coordinate with and assist client transition team with intake, transfer, and disengagement tasks, for example, communicating with foreign agents as needed
* Create and maintain client and partner reference guides in coordination with the client teams
* Provide transition support to departing practitioners including monitoring email and voicemail accounts post departure
* Oversee 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 requirements
* Arrange 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 Accounting
* Work in partnership with Financial Services and client account specialists to compile reports and analyze data as needed
* Serve as the liaison between client and collections on special billing requirements, discrepancies, write-offs and discounts as directed
* Request and analyze client billing charts and monitor client matter budgets
* Assist with the practice expense approval process
* Take initiative to process expense reimbursements
* Assist in the international invoice approval process, approve credit memos from international agents
** Prosecution 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 deadlines
* Generate docket and status reports as needed
* Perform research and extract relevant IP information from official patent and trademark databases
** Business 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 team
* Prepare and maintain reports relating to pitches made to clients and potential clients as requested
** Special 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 presentation
* Centralized point-of-contact for opening all IP
* pro bono
* matters* Tracking diligence projects
*
* General responsibilities:

*** Act as a back-up to other IP PTS(s)
* Maintain high standards for internal/external client service and quality control
* Champion and promote diversity, equity and inclusion to help drive positive change
* Prepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinking
* Consistently meet deadlines and effectively complete operational and project-based assignments
* Adhere to IP principles, specific policies, procedures and best practices
* Actively participate in team training sessions and meetings and provide appropriate feedback or topic ideas
* Immediately report all risk management-related concerns following proscribed risk reporting process
* All other duties as assigned or required
** Skills & Experience
*
* Required:

* 3+ years relevant IP experience
* After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
* Available to work overtime, as required
* Relevant executive administrative experience

Preferred:
* Bachelor’s Degree
* Law Firm experience strongly preferred
** Competencies
* ** Customer service oriented, as demonstrated by strong attention to detail, organization and ability to…