Patent Project Administrator

Overview

This role provides high-level operational and administrative support to fee earners and business professionals within the Intellectual Property (IP) patent prosecution practice. The Patent Project Administrator will take ownership of assigned responsibilities with minimal supervision, use sound judgment and initiative within the scope of authority, and contribute to a collaborative, team-oriented work environment.

The Patent Project Administrator also supports continuous process improvement, facilitates practice enhancements, and assists attorneys and professionals with specialized projects and client-related initiatives to help ensure consistency, efficiency, and excellence across departmental operations.

This position is fully remote.

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, including review of contracts and pricing arrangements.
• 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 summary information for department leadership to share across the IP practice.
• Manage the daily USPTO document download process, including receipt and distribution of correspondence to appropriate personnel, and perform quality-control review to ensure documents are accurately downloaded and properly distributed.
• Develop and query customized reports within the IP Docketing system to support docketing operations, workflow management, and special projects.
• Ensure new practices, policies, and workflows are implemented; provide suggestions and comments for 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.
• Strong technical and computer skills.
• Experience with strategic planning, project implementation, training development, and staff supervision.
• Excellent written and verbal communication skills, 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.
• Proven ability to work as a proactive self-starter who can understand and manage detailed work within 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.
• Actual pay will depend on factors including the candidate’s experience, qualifications, and location.
• Benefits for eligible employees include: medical, dental, vision, and life insurance; health savings accounts; flexible spending accounts; short- and long-term disability; a 401(k)-retirement savings plan; paid time off; sick leave; paid holidays; and an employee assistance program.

Location

Fully remote.