What do we need?The IP Docketing Systems Administrator is an exempt position primarily responsible for the overall administration, maintenance and management of the firm's prosecution docketing database/tools and coordination of any related database upgrades and initiatives. This position will also support the evaluation, implementation, governance, and continuous improvement of docketing-related technologies, automation tools, analytics, and AI-enabled solutions to improve data quality, operational efficiency, reporting accuracy, and risk management.
How will you make an impact? - Demonstrating a strong understanding of patent and trademark rules and procedures, as well as knowledge of firm policies and procedures.
- Partnering with department management regarding database integrity, quality review implementation, system testing, rule updates, systems performance and troubleshooting, maintenance, and the overall operation of the firm's docketing system.
- Updating and maintaining the docketing database by ensuring the system is timely updated with new system rules, codes, and reports as necessary.
- Implementing department workflows and processes connected to the docketing database, docket/audit reports, document/forms generation tools, and new business intake tools.
- Managing and maintaining docket reporting, analytics, dashboards, automated reports, custom queries and reports, report request compliance, report training, and annual audits of scheduled reports to support operational oversight, risk management, and department decision-making.
- Maintaining a system of regularly auditing the database through the use of system tools such as data validation and Process Architect.
- Drafting correspondence and communications related to the docketing database and any upgrades/conversions as necessary.
- Providing training to department staff and firm employees related to the use of the docketing database and any related docketing tools.
- Collaborating with the leadership team to identify problems, inconsistencies, needed changes, and related issues involving department procedures, systems, and training materials; and identifying appropriate solutions as needed to ensure the overall success of the department.
- Researching and analyzing complex U.S. and foreign intellectual property laws independently; applying complex knowledge analysis to procedures in correlation with internal procedures and firm docketing systems; and responding to complex docketing inquiries while providing appropriate solutions.
- Maintaining a high level of proficiency in the use of the docket and other department/firm-related systems and applications, including interacting with IT Department personnel and vendors as needed to troubleshoot problems and inquiries.
- Serving as a subject matter expert to docketing team members by troubleshooting questions and concerns related to interaction with the firm's database and assisting management with maintaining standard docketing procedures.
- Coordinating special projects as needed to support process improvement and rule changes within the docketing department.
- Acquiring and maintaining a high-level understanding of the firm's overall client/matter intake and records management policies and procedures.
- Providing senior-level support to the department for daily activities related to core docketing responsibilities in accordance with department standard procedures and service level agreements (SLAs) to ensure overall quality control of the firm's docketing systems, including the primary and secondary docketing databases.
- Leading the department's special database-related projects (in conjunction with team members from both Production and Operations) and providing backup support with the processing of new transfer-in matters.
- Interacting professionally with clients and vendors as a firm resource regarding the docketing department and firm-related initiatives, processes, and procedures.
- Identifying opportunities to improve docketing workflows through automation, reporting enhancements, system integrations, and the responsible use of AI-enabled tools.
- Participating in testing, validation, documentation, and user training for new technology solutions.
- Helping ensure technology changes align with docketing accuracy, client confidentiality, firm policies, and department procedures.
- Leading and serving as docketing project manager for database, workflow, reporting, automation, AI-enabled tools, and related technology upgrades or conversion efforts, including gathering requirements, conducting testing, managing change initiatives, delivering training, supporting rollouts, and performing post-implementation reviews.
- Serving as a liaison between Docketing, IT, vendors, and other administrative departments regarding system enhancements, integrations, technical issues, user access, testing, and technology adoption.
- Supporting the evaluation, testing, implementation, and ongoing monitoring of automation tools, AI-enabled applications, and other emerging technologies used in docketing workflows.
- Partnering with IT, vendors, and department leadership to identify opportunities for the responsible use of technology and AI to improve docketing accuracy, efficiency, reporting, and quality control.
- Assisting with developing safeguards, validation processes, and user guidance for AI-assisted docketing tools to ensure outputs are reviewed, reliable, and consistent with firm policies.
What will you bring to the role? - Bachelor's degree preferred.
- 7+ years of IP docketing experience, with a focus on database management, is required.
- Experience participating in technology implementations, system upgrades, workflow automation, reporting, or database enhancement projects is preferred.
- Familiarity with data quality controls, reporting tools, workflow systems, dashboards, or analytics concepts is preferred.
- Ability to evaluate emerging technologies, including AI-enabled tools, with sound judgment, attention to risk, confidentiality, accuracy, and appropriate human review.
- Strong ability to translate operational needs into system requirements, testing plans, training materials, and process documentation.
- Proficient in the use of computer equipment including the firm's software and database systems (e.g., Microsoft Office and the firm's document management, docketing, and workflow software systems), the USPTO's software and systems and other law resources and databases used in IP prosecution.
- Must be innovative and capable of embracing new concepts and leading others to do the same.
- Possess strong interpersonal skills and be a problem solver capable of anticipating and analyzing needs and delivering appropriate solutions.
- Must be capable of demonstrating high performance and organizational skills to achieve internal/external customer satisfaction and database integrity and be capable of effectively communicating across the firm.
- Highly motivated, responsive, customer service and detailed oriented, and committed to creating and maintaining a collaborative and positive work environment.
The good faith base salary range for this position is $125,000 to $145,000 per year. The actual salary rate offered to candidates within that range will depend on a variety of factors, including without limitation, years of relevant experience, education, and the candidate's overall qualifications for the position as assessed by the Firm.
To Apply Please include a resume and cover letter in your application materials.
