IP Administrator Assistant

JOB SUMMARY

The IP Administrator Assistant (IPAA) provides basic clerical, departmental, and overflow domestic patent prosecution practice support.

ESSENTIAL FUNCTIONS:

• Reviews and processes standard U.S. Patent and Trademark Office (USPTO) communications in accordance with firm policy and procedures, including, but not limited to, completion of checklists. 
• Organizes and maintains the integrity of electronic data and files relating to clients’ intellectual property in accordance with firm policy and procedures.
• Assists with practitioner time entry.
• Makes copies, faxes documents, pulls files or other information, and assists with other in-office support needs as necessary.
• Performs general administrative duties or tasks as required, which may include but is not limited to calendaring/scheduling, processing bills and reimbursements, preparing mail packages.
• Provides document production services, which may include but is not limited to styling and formatting of documents; proofreading and checking for appropriate formatting, spelling and grammatical errors; editing; etc.. 
• Prepares and files documents with the USPTO.
• Prepares legal documents, reports, and correspondence associated with domestic patent prosecution.
• Utilizes a range of software applications including Microsoft Outlook, Microsoft Word, Microsoft Excel, and applicable IP software solutions.  Learns new applications as needed.
• Coordinates with colleagues and/or departments to ensure successful completion of assigned tasks and other requests in a timely manner.
• 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.
• Assists with projects as needed.
• Participates in pilot programs as needed.
• Performs general administrative and support duties or tasks as required and requested.
• Takes on additional responsibilities as needed and assigned.

QUALIFICATIONS:

• Bachelors’ degree preferred.
• Experience in business or law firm setting preferred.
• Effective oral and written communication skills.
• Strong interpersonal skills and the 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 preferred.
• Comfort using new technologies.
• 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.