IP Docketing Clerk

Position Overview

The IP Docketing Clerk is responsible for providing docketing and administrative support to the Intellectual Property (IP) group, ensuring the accurate and timely maintenance of records, management of key deadlines, and effective operation of IP administration processes. 

Key Accountabilities

• Independently review and assess Canadian Intellectual Property Office (CIPO) mail, foreign Patent and Trademark Office (PTO) correspondence, and client communications, exercising sound judgment to identify key deadlines, instructions, regulatory requirements, and required actions, and ensure the accurate and timely maintenance of records within the IP Practice Management System.
• Collaborate with IP legal professionals to clarify matter details and instructions, monitor and respond to requests within the IP tracker system, implement required updates, and ensure timely resolution of outstanding items.
• Maintain the accuracy and integrity of records within the IP Practice Management System, including updating matter information, removing outstanding deadlines, and processing file closures.
• Participate in the rotational coverage of the IP Administration inbox, including overtime support as required, to ensure service levels are maintained and regulatory and client deadlines are met.
• Provide backup and overflow support across the IP Administrative team to ensure continuity of service, effective workload management, and adherence to critical deadlines.
• Participate in testing and validation of IP Practice Management System enhancements, workflow improvements, and system updates.
• Support onboarding, training, and cross-training initiatives within the IP Administrative team to promote knowledge sharing, consistency, and operational effectiveness.
• Contribute to departmental projects, process improvements, documentation maintenance, and other duties as assigned

Attributes & Experience

• Post-secondary degree or diploma, or equivalent experience to successfully complete the essential requirements of the role.
• 1-2 years’ experience in a support role, within a law firm or professional services environment is preferred.
• Docketing experience within an intellectual property practice area is preferred
• Canadian Patent Administrator certification is considered an asset.
• Proficient in MS Office product suite; experience preparing and generating reports using Excel and Word is preferred.
• Excellent client service orientation, with the ability to manage multiple priorities and respond to client needs in a timely manner
• Strong technical aptitude with the ability to learn, adapt to, and effectively utilize new technologies and systems.
• Excellent written and verbal communication skills, with the ability to effectively communicate and follow up with individuals at all levels of the firm.
• Strong organizational, attention to detail, and time management skills, with the ability to prioritize work and meet deadlines in a fast-paced environment.
• Excellent interpersonal skills with a proven ability to work well independently and collaboratively within a fast-paced team environment.
• Flexibility to work overtime and participate in rotational coverage of the general inbox, including holidays when the firm is closed and CIPO remains open.

Additional information

HybridThis position is part of our hybrid work model with 3 days in the office per week. As part of our onboarding, new hires are required to be in the office more often for the first few months of employment to ensure they receive the requisite cross training.

This job posting is for an existing vacancy.

Salary will be determined based on the candidate’s skills, experience, and qualifications.

We are committed to leveraging innovative tools to enhance our recruitment process. As part of this, we use AI-powered tools to assist in the initial stages of candidate shortlisting and screening. These tools help us evaluate applications more efficiently and consistently by focusing on qualifications, experience, and skills relevant to our roles. Although we use this technology, all applications are reviewed, and decisions made by our Human Resources team to ensure fairness and alignment with our firm policies. If you have any questions or concerns about this process, feel reach out to us at firmadminrecruiting@torys.com.

At Torys, we are committed to diversity in the recruitment, retention and advancement of our people. We believe that diversity of backgrounds, experience and perspectives enhances the quality of our work and enriches our lives. We are committed to fostering an inclusive and accessible work environment. Accommodations are available for applicants with disabilities. If you require immediate accommodation at any time during the recruitment process, please contact Jenny Tavares, Director, Human Resources at jtavares@torys.com.

All offers of employment are subject to background checks. This process includes criminal record checks, social media checks, and employment and educational background checks.

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