Intellectual Property Specialist

About the position General Purpose: The Intellectual Property Specialist provides essential administrative and procedural support for patent prosecution and portfolio management within the firm’s electronics-focused practice. This role assists attorneys with patent-related tasks, ensuring accurate filings and compliance with USPTO requirements for some of the largest and most innovative technology companies in the world. Essential Duties/Responsibilities: Patent & Application Management: Supports patent attorneys in docket and practice management for individual applications Assists with domestic & foreign patent application preparation and filing Maintains IP databases and tracks basic deadlines for patent filings Reviews formalities of filed patent documents for proper form Manages routine patent documentation under supervision Document Preparation & Filing: Prepares and files routine documents with USPTO (Filing Receipts, Declarations, etc.) Generates templates for patent applications and standard Office Action responses Performs electronic filings at the USPTO Prepares templates for legal documents (Declarations, Powers of Attorney, Assignments) Administrative Support: Manages new client intake and opening of matters Supports internal electronic file system management Assists with basic client communication under attorney supervision Maintains proficiency in required technologies (Microsoft Office, Adobe Acrobat, iManage, USPTO products, Intapp) Learning & Development: Participates in training programs to develop IP knowledge Assists with basic reporting tasks as assigned Supports team projects and process improvements Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm’s overall objectives Competencies: Communication: Understands the importance of and demonstrates verbal, written, and non-verbal communications. Customer/Client Experience: Creates a consistent and exceptional experience for others, whether directly to external clients/customers or indirectly through internal support, that elevates the overall perception of the firm. Job Knowledge & Technical Skill: Demonstrates an understanding of objectives, duties, responsibilities, and expectations of the job with exceptional quality work. Team Player: Works within team and cross-functionally to meet required results. Supervisory Duties (if applicable): N/A Billable Hour Expectancy: N/A Job Qualifications (Education, Experience and Certification): Education: Bachelor’s degree or three (3) + years in a professional legal or corporate environment required. Paralegal certification or basic IP training a plus. Experience: Two (2) + years in IP administration or patent/trademark support within a law firm or corporate IP department preferred. Abilities: Demonstrates strong attention to detail and accuracy Follows established procedures and guidelines effectively Manages multiple tasks and deadlines simultaneously Shows initiative in learning new processes and systems Demonstrates reliability and professional communication skills Eagerness to learn and grow within IP field Specialized Knowledge: Working knowledge of USPTO filing systems preferred Basic proficiency with IP docketing systems (e.g., CPI, Anaqua, FoundationIP) preferred. Familiarity with USPTO filing systems (EFS-Web, TEAS) a plus Understanding of basic patent prosecution procedures preferred Basic knowledge of IP documentation and filing requirements Willingness to learn patent analytics and reporting tools Physical Requirements: While performing the duties of this position, the employee must have the ability to sit, stand and/or walk for extended periods of time; manipulate (lift, carry, move) weights of at least ten (10) pounds; have repetitive wrist/hand/finger movement to work on a computer and/or related office equipment; speak clearly and concisely so listeners can understand; and regularly understand the speech of another person. The physical demands described here are representative of those that must be met by this position to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work Environment: Professional office atmosphere. Sedentary work that primarily involves sitting or standing for prolonged periods. Position may require occasional off-hour meetings and events. The work environment characteristics described here are representative of those this position may encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description is intended to convey information essential to understanding the scope of the job and the general nature and level of work performed by job holders within this job.

Responsibilities

• Supports patent attorneys in docket and practice management for individual applications
• Assists with domestic & foreign patent application preparation and filing
• Maintains IP databases and tracks basic deadlines for patent filings
• Reviews formalities of filed patent documents for proper form
• Manages routine patent documentation under supervision
• Prepares and files routine documents with USPTO (Filing Receipts, Declarations, etc.)
• Generates templates for patent applications and standard Office Action responses
• Performs electronic filings at the USPTO
• Prepares templates for legal documents (Declarations, Powers of Attorney, Assignments)
• Manages new client intake and opening of matters
• Supports internal electronic file system management
• Assists with basic client communication under attorney supervision
• Maintains proficiency in required technologies (Microsoft Office, Adobe Acrobat, iManage, USPTO products, Intapp)
• Participates in training programs to develop IP knowledge
• Assists with basic reporting tasks as assigned
• Supports team projects and process improvements
• Perform additional duties and tasks assigned, demonstrating flexibility and a commitment to supporting the firm’s overall objectives

Requirements

• Bachelor’s degree or three (3) + years in a professional legal or corporate environment required.
• Demonstrates strong attention to detail and accuracy
• Follows established procedures and guidelines effectively
• Manages multiple tasks and deadlines simultaneously
• Shows initiative in learning new processes and systems
• Demonstrates reliability and professional communication skills
• Eagerness to learn and grow within IP field

Nice-to-haves

• Paralegal certification or basic IP training a plus.
• Two (2) + years in IP administration or patent/trademark support within a law firm or corporate IP department preferred.
• Working knowledge of USPTO filing systems preferred
• Basic proficiency with IP docketing systems (e.g., CPI, Anaqua, FoundationIP) preferred.
• Familiarity with USPTO filing systems (EFS-Web, TEAS) a plus
• Understanding of basic patent prosecution procedures preferred
• Basic knowledge of IP documentation and filing requirements
• Willingness to learn patent analytics and reporting tools

Benefits

• Holland & Hart works hard to promote work/life balance with a 37.5-hour scheduled work week for most staff employees, a robust wellness program, and generous PTO and holiday pay for eligible employees.
• Full-time employees become eligible for benefits on the date hire, with a benefits offering that includes medical, dental, vision, life, AD&D, EAP, STD, and LTD.
• Also available are voluntary income protection benefits such as supplemental life, accident, critical illness, and hospital indemnity insurances, as well as a 401(k)-retirement plan with a company match.
• In addition, the firm has programs that may provide for educational assistance, free or discounted legal services, and opportunities through the Holland & Hart Foundation, which is a non-profit organization dedicated to creating volunteer opportunities for lawyers, staff, families, and friends of Holland & Hart LLP.
• Part-time employees may have access to some of these benefits, which may be on a pro-rated basis.

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