Patent Practice Coordinator

 

GENERAL SUMMARY

The Patent Practice Coordinator performs all administrative tasks related to US and foreign patent prosecution. The Patent Practice Coordinator is responsible for ensuring all aspects of patent prosecution performed from the secretarial to attorney level are executed efficiently, effectively and in compliance with any new, modified or existing policies and procedures. Additionally, he or she will act as an administrator and have a complete understanding and proficiency in all firm software, systems and services.

 

GENERAL RESPONSIBILITIES

  • Oversee all support operations for the practice; management of secretarial staff

  • Assist Patent Prosecution Committee (PPC) in the development of, and manage implementation of firms policies and procedures

  • Update and manage patent prosecution manual

  • Stay up to date on all PTO news and changes; research procedural implications of rules

  • Apply any PTO changes and/or make adjustments to patent practice based on new rules/changes; communicate to firm

  • Liaison to staff; coordinate meetings to discuss pertinent issues, keeping everyone updated and informed

  • Schedule, prepare documents and agenda, and participate in Firmwide Patent Prosecution Committee Meetings/Firmwide Patent Prosecution Meetings monthly; collaborate with PPC to develop all policies of the practice, and then implement them

  • Manage attorney registrations and CLE; arrange monthly CLE presentations

  • Manage PTO account, electronic library accounts, databases/systems; train new staff/attorneys on appropriate systems, i.e.. IPDAS, EFS, Lexis, Questel, Courtlink, PACER

  • Assist with new hire orientation and staff departures

  • Act as administrator for databases and systems such as EFS, Lexis, Questel

  • Handle file intake; ensure attorneys are kept up to date

  • Upkeep of PAIR certificates and passwords

  • Chairs Document Retention Committee seeking clarification from managing partner

  • Research software/services and contract options as they relate to IP practice

  • Back up Citation Management program; field questions as needed

  • Back up staff/attorneys with emergency situations, emergency filing situations and secretarial workflow on an as needed basis

 

SKILL REQUIREMENTS

  • Proficient in IPDAS or similar IP document assembly software

  • Proficient in USPTO Electronic Filing System (EFS)

  • Proficient in LEXIS; Questel; PACER

  • Knowledge in docketing systems

  • Proficient in Microsoft Office Suite

  • Tech savvy; ability to troubleshoot a variety of programs, softwares and systems

  • Excellent verbal, written and interpersonal communication skills

  • Proactive; ability to think ahead, identify problems and quickly and effectively apply solutions

  • High degree of accuracy and close attention to detail

  • Ability to prioritize and resolve conflicting workload assignments, to adapt to changing conditions and work in a fast paced environment

 

EDUCATION AND EXPERIENCE REQUIREMENTS

  • HS Diploma; paralegal certificate preferred

  • At least 10 years working in IP law firms, in a combination of patent support roles - Legal Secretary, Paralegal, docketing, etc.

  • Superior knowledge of patent rules/regulations and procedures

  • Demonstrated ability to understand complex IP software – docketing systems, document assembly systems, etc.

  • Management experience preferred

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