IP Administrative Support Specialist

Job Summary

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The IP Administrative Support Specialist is accountable for providing administrative support and customer service to the IP Trademark and Patent Attorneys and Secretaries in order to meet critical deadlines within established guidelines.

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Job Responsibilities

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• Assists with patent and trademark prosecution documentation preparation, PTO filings, reporting letters, and related IP prosecution projects as directed by the Manager of IP Administrative Services.  
• Assists with creating, editing, formatting, saving and troubleshooting legal documents, using various programs, including Microsoft Word, PowerPoint, PDF, Excel, and other IP specific document production and conversion tools. Proofreads documents to ensure accuracy of copy, grammar, punctuation and correct formatting.
• Assists with digital document transcription and transcription of notes.
• Inputs and finalizes attorney time into timekeeping system; assists with IP-related billing tasks; prepares travel and expense reimbursements for submission to Accounting Department as needed.
• Required to learn new IP skills and cross-train to assist as needed in back-up support roles for other areas of the IP Prosecution practice including Secretarial coverage, Applications and Formalities, and Docketing project support. 

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Knowledge, Skills And Abilities

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• Demonstrated basic knowledge of MS suite of products such as Word (including Word Styles, Track Changes, Table of Contents, Table of Authorities), Excel, PowerPoint and Outlook as well as Adobe Acrobat.
• Knowledge of accounting programs such as 3E, Intapp, and ChromeRiver is a plus.
• Ability to exercise sound judgment and discretion as well as perform routine and non-routine tasks with care, attention to detail and efficiency.
• Ability to adapt to changing priorities and maintain a productive and committed work effort, meeting deadlines and managing workload.  
• Ability to communicate clearly and effectively, both orally and in writing with attorneys, staff, vendors, and external contacts.
• Must possess a thorough command of the English language, including excellent spelling, grammar and punctuation.  
• Ability to provide quality client service to both internal and external contacts, regarding non-legal matters of a routine nature.
• Must possess the interpersonal skills necessary to communicate information with tact and courtesy as well as follow instructions effectively from a diverse group of clients, attorneys and staff.
• Ability to accurately type a minimum of 50 words per minute.
• Basic knowledge of standard office equipment including copy, fax and scanning machines.
• Willing to provide overtime support when directed by Manager.

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Qualifications

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Education

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The position requires a BA/BS degree or equivalent specialized IP experience.

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Experience

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The position requires a minimum of two (2) years of professional experience. Legal administrative experience a plus.