Intellectual Property Support Specialist

1 week ago

Chicago, Illinois, United States USG Full time

Company Overview

USG is a prominent manufacturer of construction materials and pioneering solutions. With a legacy spanning over 120 years, this Chicago-based organization has been at the forefront of developing award-winning products for walls, ceilings, flooring, sheathing, and roofing, enabling clients to create exceptional environments for living, working, and leisure. With a workforce exceeding 8,700 across North America and global operations, USG is unwavering in its commitment to core values such as safety, innovation, quality, integrity, service, diversity, and efficiency.

Our size allows professionals to have a significant impact while ensuring that every individual is valued. Employees engage in vital initiatives and foster strong relationships throughout the organization, positioning USG for future growth.

USG promotes a healthy work-life balance, offers various career pathways, encourages internal promotions, provides outstanding benefits, and presents remarkable long-term career prospects for qualified individuals. Each year, numerous employees celebrate significant milestones with us.

Position Overview

This role provides essential support to the Intellectual Property Department in securing and safeguarding the Company’s intellectual property rights globally, which includes overseeing the Department's electronic systems and operational procedures.

The ideal candidate will possess a college degree and ideally have a minimum of three years of experience with legal electronic billing systems, as well as three years in the intellectual property sector or equivalent experience. The position allows for flexible remote work options. Travel is minimal and typically limited to meetings.

The successful candidate will collaborate closely with the Company’s intellectual property attorneys, paralegals, and other members of the Legal Department, as well as inventors and external counsel. They will also interact with patent attorneys and staff from the Company’s international affiliates.

Approximately 50% of the role involves managing the Department's use of the CounselLink electronic billing system, coordinating intercompany billing processes, and collaborating with accounts payable and Treasury teams on the timely processing of invoices for external intellectual property legal expenses worldwide.

The remaining 50% of the role will focus on supporting the Company’s intellectual property initiatives. This includes preparing and dispatching electronic communications regarding administrative patent matters, submitting payment details for patent awards, maintaining the Company’s patent docketing database, and managing file organization for the global patent and trademark portfolio. Additional responsibilities include providing administrative support, managing routine correspondence, scheduling meetings, arranging travel, and processing expense reports.

Key Responsibilities

  • Oversee the Intellectual Property Department's utilization of the CounselLink electronic billing system, including initiating new matters, generating reports, resolving issues from submissions by external law firms, and ensuring compliance with invoicing procedures.
  • Facilitate intercompany billing processes between the Company and its affiliates through CounselLink.
  • Collaborate with the Company’s Oracle system and accounts payable staff to ensure timely payment of external counsel and vendor invoices.
  • Provide monthly accruals for legal invoices based on information from external counsel and vendors.
  • Independently resolve invoicing and accounts payable challenges.
  • Prepare routine correspondence and reports on intellectual property administrative matters.
  • Manage the payment process for inventor monetary awards.
  • Assist with both electronic and physical file management for the Company’s global patent and trademark portfolio, including maintaining docketing records.
  • Support IP attorneys with scheduling, travel arrangements, and expense reporting.

Qualifications

  • College degree
  • Experience with legal electronic billing systems, ideally three years
  • Experience in the intellectual property domain, ideally three years

Required Skills

  • Proficient in Microsoft Office Suite, including Outlook, Excel, and PowerPoint
  • Familiarity with legal electronic billing systems
  • Basic understanding of patents, trademarks, and other intellectual property
  • Excellent verbal and written communication abilities
  • Strong attention to detail and organizational skills for preparing legal documents and managing multiple tasks simultaneously.

Preferred Skills

  • Experience with CPI or similar patent docketing systems
  • Experience with Oracle or comparable accounting software
  • Familiarity with the CounselLink electronic billing system

Compensation may vary based on the candidate's qualifications and experience.

USG provides a variety of benefits for employees and their families, including multiple medical insurance options, vision, and dental coverage. Employees typically contribute 25% of the monthly premium, with USG covering the remainder. Coverage options are available from the first day of employment.

Additionally, USG employees can participate in a 401(k) Investment Plan with company matching and a pension plan. Beyond these primary offerings, employees can select from various additional programs, including life insurance, accident insurance, legal insurance, and even pet insurance. USG also offers performance-based bonus potential and provides paid time off and holidays.

Since its inception in 1902, USG has been a leader in producing innovative, award-winning products and systems for various construction needs. Our employees are dedicated to achieving the highest levels of customer satisfaction and quality in all endeavors. Our unwavering commitment to core values has shaped USG into the company it is today.

EOE including disability/veteran

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