Patent Project Administrator

Overview

This fully remote Patent Projects Administrator role supports attorneys and business professionals within the Intellectual Property (IP) patent prosecution practice. The position provides high-level administrative and operational support, demonstrates advanced technical and administrative expertise, and takes ownership of assigned responsibilities with minimal supervision.

The Patent Projects Administrator serves as a key operational resource for the IP Department, supporting continuous process improvement, facilitating practice enhancements, and assisting attorneys and professionals with specialized projects and client-related initiatives.

Responsibilities

• Coordinate with the Senior Manager of Litigation and IP Paraprofessional Support, applicable department/firm administration, and outside vendors to ensure patent practice software and databases are upgraded as needed.
• Review contracts and pricing arrangements related to patent practice tools and resources.
• Support the patent docketing team with intake and outgoing file transfers, including organizing transfer materials, preparing transfer reports, and ensuring required information is complete for docketing.
• Onboard, train, and develop Patent Practice LAAs on skills and tasks specific to intellectual property.
• Monitor changes in USPTO and international agency rules; prepare summaries for department leadership to share with the IP practice.
• Manage the daily USPTO document download process, including receipt and distribution of correspondence to appropriate personnel, and perform quality control to ensure accurate downloading and proper distribution.
• Develop and query customized reports within the IP docketing system to support docketing operations, workflow management, and special projects.
• Ensure that new practices, policies, and workflows are implemented; provide suggestions/comments to support continuous improvement.
• Troubleshoot problems or inquiries and communicate solutions to internal and external clients.
• Coordinate and develop client portals where applicable and ensure ongoing maintenance.

Requirements

• Extensive knowledge of, and experience with, resources such as PAIR, IPDAS, IP Manager, and other international intellectual property law databases.
• Proficiency in IPDAS, IP Manager, Microsoft Office, Outlook, and various database systems, along with strong technical and computer skills.
• Experience in strategic planning, project implementation, training development, and staff supervision.
• Excellent written and verbal communication skills.
• Strong critical thinking and analytical abilities.
• Ability to work effectively under pressure, manage multiple detailed tasks, and consistently meet strict deadlines.
• Ability to collaborate successfully with attorneys, clients, and colleagues across multiple offices.
• Ability to function as a proactive self-starter and manage detailed work within the context of broader departmental and firm objectives.
• Flexibility and adaptability to respond positively to shifting priorities.
• Ability to supervise staff firm-wide, maintain regular and reliable attendance, and work beyond standard business hours as needed to support business and client demands.

Compensation & Benefits

• Targeted salary range: $85,000 – $105k (good faith estimate at the time of posting). Actual pay will depend on experience, qualifications, and location.
• Benefits for eligible employees may include:
  • Medical, dental, vision, and life insurance
  • Health savings accounts and flexible spending accounts
  • Short- and long-term disability
  • 401(k) retirement savings plan
  • Paid time off, sick leave, and paid holidays
  • Employee assistance program

Location

• Fully remote

Additional Information

• This position is not accepting resumes from search firms.