Legal Practice Coordinator (IP)

Austin, Texas

Job Description

Primary responsibilities:

• Assumes responsibility for ensuring the efficient daily administrative tasks and support to the attorneys and patent agents in the Intellectual Property Practice Section. 
• Responsibilities including creating shells for Office Action responses, preparation and electronic filing of responses, and assisting with other submissions and documents as required by the USPTO. 
• Review timekeeper docket reports and maintain docket notes to keep IP timekeepers abreast of upcoming deadlines and their respective status.
• Report communications from the USPTO to attorneys and clients and ensure prompt responses to inquiries. 
• Research, generate, and update case status reports and IP schedules for clients, attorneys, and other IP timekeepers. 
• Access and research a variety of patent databases. 
• Open new matters, review and edit client bills, screen calls and emails, process expense reports, submit check requests, process invoices, handle travel arrangements, and maintain electronic files. 
• Assist with secretarial coverage when IP legal secretaries are unexpectedly out or on vacation.
• Demonstrates mastery of the Firm’s Microsoft Office system by producing a variety of documents from various source materials.
• Composes routine correspondence and non-routine correspondence for attorney review as requested.
• Provides administrative support to assigned legal team by ensuring the organization of workflow, files, and recordkeeping, including preparation of timesheets and client bills, expense reports, and the processing of incoming and outgoing mail and overnight deliveries.
• Assists in organizing work schedule by maintaining calendar, scheduling appointments and coordinating travel arrangements.
• Must be available to work overtime as needed.
• Performs other administrative duties as assigned.

Qualifications:

• 5+ years of legal secretarial experience in patent prosecution required and in-depth knowledge of USPTO rules and regulations.
• Maintain a thorough knowledge and understanding of U.S. Patent and Trademark Office rules and regulations and the filing procedures for all aspects of U.S. patent prosecution and international prosecution.
• Tech savvy with advanced-level MS Office Suite and Adobe Acrobat skills required. 
• Excellent client service, communication, organizational, and time management skills a must. 
• Team player with outstanding interpersonal skills and a strong work ethic.
• College/University Degree preferred.
• Accurate typing speed of 60+ wpm.

Required Skills and Abilities:

• Excellent word processing skills and knowledge of Windows operating system.
• Ability to meet the demands of a fast-paced work environment and multiple priorities.
• Ability to work cohesively in a team environment.
• Excellent organizational, communication and interpersonal skills.
• Professional, upbeat, energetic, proactive, dependable, and takes pride in work.
• Proficiency in spelling, grammar, proofreading and writing skills (English), and a strong attention to detail and accuracy.
• Ability to handle confidential and sensitive information with the appropriate discretion.
• Ability to quickly learn new processes/procedures/styles and possess good judgement/intuition.

The expected salary range for this position is $90,000 - $115,000.  Final compensation will be determined based on several factors, including but not limited to, relevant experience, qualifications, skill set, and geographic location

Pillsbury Winthrop Shaw Pittman LLP is an Equal Opportunity Employer.

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