IP Practice Team Specialist

Position Summary 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 Take initiative to handle/support non‑billable functions of the IP practice groups allowing practitioners to focus on business development and billable client work. Key point of contact for senior attorneys and practitioners, and liaison between partners and others inside and outside the firm, including communicating with clients as needed. 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, e.g., 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 (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). Proactively keep the pre‑bill review process moving to lessen the attorney’s workload and ensure timely return of pre‑bills to Accounting. Work in partnership with Financial Services and client account specialists to compile reports and analyze data as needed. Act 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 and process expense reimbursements. Assist in the international invoice approval process, approve credit memos from international agents. Monitor and maintain status charts for clients and practitioners to ensure prioritization and completion of timely filings. Coordinate with client service specialists and trademark paralegals regarding filings; 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. Coordinate and participate in client development initiatives led by Marketing and Business Development team. Prepare and maintain reports relating to pitches made to clients and potential clients. Conduct research on public and private databases; gather client information for conflict checks and dossier creation. Act as a centralized point‑of‑contact for opening IP pro bono matters and tracking diligence projects. Act as a back‑up to other IP PTS(s). Maintain high standards for internal and external client service and quality control. Champion diversity, equity and inclusion to promote positive change. Prepare and deliver oral and written communications that are concise and convey tenacity, enthusiasm, and innovative thinking. Consistently meet deadlines and complete operational and project‑based assignments. Adhere to IP principles, policies, procedures, and best practices. Participate in team training sessions and meetings, providing feedback or topic ideas. Immediately report all risk‑management related concerns following the prescribed risk reporting process. Complete any other duties as assigned or required. Skills & Experience Required 3+ years of relevant IP experience. Proficiency in Microsoft Office, iManage and other firm applications after orientation at Cooley. Availability to work overtime as required. Relevant executive administrative experience. Bachelor’s Degree (law preferred); strong preference for former law firm experience. Competencies Customer‑service oriented, with strong attention to detail, organization, and ability to prioritize work tasks and manage deadlines based on client needs. Ability to work independently under pressure and tight time constraints. Creative, entrepreneurial approach to problem‑solving and process improvement. Agile, with ability to reprioritize as business changes. Strong initiative and get‑it‑done attitude. Excellent communication and interpersonal skills. Compensation and Benefits Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices. EOE. The expected hourly pay range for this position with a 40‑hour per week schedule is $40.00–$53.00 ($83,200.00–$110,240.00 annually). Final offer may vary based on geographic location, experience, and skill set. Benefits include medical, health savings account (with applicable medical plan), dental, vision, HSA or FSA options, pre‑tax commuter benefits, life insurance, AD&D, long‑term care, short‑term medical benefits, 20 days of paid time off and 10 paid holidays. Firm‑paid life insurance, AD&D, LTD and short‑term medical benefits are also provided. Parental leave and fertility benefits are available. New employees attend a benefits orientation to learn more about the options and resources. #J-18808-Ljbffr Cooley LLP