IP Client Administrator I

JOB SUMMARY:

The IP Client Administrator (Patent) (CA) provides support to assigned client(s) to ensure client efficiency and satisfaction, which requires knowledge in domestic patent prosecution.  The CA is responsible for preparing legal documents associated with domestic patent prosecution; maintaining dockets, files, and data integrity; interacting with client(s) and related personnel; providing practice support and assistance; and serving as a liaison between client(s) and external and/or internal team members or departments.   

ESSENTIAL FUNCTIONS:

• Builds positive relationships with and maximizes firm-wide efficiency for assigned client(s).
• Performs a diverse range of domestic patent prosecution and administrative support required to accomplish client objectives and satisfy the firm’s responsibilities to assigned client(s), which includes but is not limited to the following:
  • Prepares legal documents, reports, and correspondence associated with domestic patent prosecution for practitioners and clients.
  • Prepares and files documents with USPTO. 
  • Assists practitioners manage their dockets according to firm practices. 
  • Organizes and maintains the integrity of electronic data and files relating to client(s)’s intellectual property in accordance with firm policy and procedures.
  • Reviews incoming correspondence including paper and electronic mail, facsimiles, docketed information, and/or client instructions and takes necessary action in accordance with firm policy and procedures.
• Collaborates with client(s) and firm personnel to identify, establish, and maintain data integrity, processes, and applicable database(s) to  ensure success while supporting client and firm objectives.
  • This includes but is not limited to the creation, maintenance, and revisions of standard operating procedures, manuals, client data reference materials, etc. as needed.
• Assists with assessing client-specific situations to improve client satisfaction and recommends as well as implements creative enhancements.
• Assists with providing guidance to firm personnel to ensure all individuals possess a thorough understanding of their responsibilities and procedures for assigned client(s).
• Assists with identifying training needs, developing training objectives, and providing client-specific training for applicable firm personnel in order to provide effective support to assigned client(s).
• Demonstrates proficiency with a range of software applications including Microsoft Outlook, Microsoft Word, Microsoft Excel and applicable IP software solutions.  Learns new applications as needed. 
• Uses strong communication skills to interact with various parties via telephone, electronic mail, and facsimile as necessary.  Consistently follows-up and maintains open lines of information-sharing with client(s), practitioners, direct supervisor, and other firm management and personnel as needed.
• Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in a timely manner.
• Works closely with direct supervisor to ensure client needs and expectations are consistently being met.
• Researches and retrieves information for the completion of assigned tasks utilizing applicable resources.  Such resources may include the firm Intranet, firm training materials, legal rules books (e.g., the MPEP, etc.), the USPTO website, etc.
• Performs general administrative and support duties or tasks as required and requested. 
• Takes on additional responsibilities as needed and assigned. 

QUALIFICATIONS:

• Bachelor’s degree preferred.
• Minimum of one to two (1-2) years of domestic patent prosecution experience in a law firm or professional setting.  Law firm setting preferred.     
• Demonstrated success functioning in a demanding service-oriented environment.
• Proficient knowledge of domestic patent prosecution procedural terminology, requirements, and workflow.  
• Effective oral and written communication skills.  
• Proven interpersonal skills and ability to work effectively with different levels of constituencies both as an individual contributor and in a team setting. 
• Strong critical thinking, interpretive, and problem-solving skills. 
• Strong organizational skills with meticulous attention to accuracy and detail. 
• Ability to prioritize own work.
• Flexibility and resourcefulness, and a willingness to support the firm and its business needs.
• Ability to respond calmly, efficiently, and effectively in stressful situations. 
• Proficiency in MS Outlook, Word, and Excel, and applicable IP software solutions.
• Comfort using new technologies and databases.
• Demonstrated ability to handle multiple tasks simultaneously, and able to prioritize tasks in an efficient manner.
• Ability to maintain confidentiality of matters and other firm business information.
• Punctual and reliable.  
• Ability to adhere to established work schedule, but with flexibility required to respond to workload demands and work additional hours when necessary.  

Wolf Greenfield offers a comprehensive benefit package focused on the overall well-being of firm employees. Our benefits include multiple health care plan options, vision and dental insurance,  flexible spending accounts/health saving accounts and life insurance. Eligibility for our employer sponsored 401(k) plan includes an employer match and discretionary profit sharing. The firm is invested in our employees development by providing tuition reimbursement and professional development opportunities. Additionally, WGS offers further benefits and perks focused on employee well-being including generous paid time off; including sick time and vacation time, parental leave, commuter benefits, charitable matching gift program, well-being support and much more!  

Wolf Greenfield does not offer visa sponsorship. All job openings are subject to export control regulations. 

Any offer of employment is subject to the successful completion of a background check. It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability. 

Physical Demands: The firm will strive to provide reasonable accommodations, as requested, to enable an employee with a disability to successfully perform this position in our office setting.  Frequent communication is an essential aspect of this position and employees must be able to exchange timely and accurate information in a variety of situations. This position may also encompass maintaining a stationary position for long periods of time (at least up to 50% of the workday) with occasional movement, as well as lifting and/or moving objects that weigh up to 25 pounds.  Other essential functions may apply and employees working remotely have the same or similar requirements.  

Work Environment: The office work environment of the firm is characteristic of the environment the job holder will encounter. In this typical office setting, an employee will encounter standard office equipment and any noise associated with that equipment. The noise level is usually quiet to moderate.  The office setting of Wolf Greenfield requires the ability to manage multiple work priorities along with frequent interruptions.