Department: Intellectual Property
Incumbents in this role provide high-level support to fee earners and business professionals within the Intellectual Property (IP) patent prosecution practice. They demonstrate advanced technical and administrative expertise, take ownership of assigned responsibilities with minimal supervision, exercise sound judgment and initiative in decision-making within their scope of authority, and actively foster a collaborative and team-oriented work environment.
The IP Department operates within a highly specialized and technically complex practice area. As such, well-defined policies, processes, and workflows are essential to maintaining operational efficiency and delivering exceptional client service. The Patent Project Administrator serves as a key operational resource, supporting continuous process improvement, facilitating the implementation of practice enhancements, and assisting attorneys and professionals with specialized projects and client-related initiatives. This role helps ensure consistency, efficiency, and excellence across departmental operations and service delivery.
This position is fully remote.
Your Role:As a Patent Projects Administrator within our Intellectual Properties team, you will:
- Coordinate with Senior Manager of Litigation and IP Paraprofessional Support, applicable department/firm administration and outside vendors to ensure that Patent practice software and databases are upgraded as needed, as well as review of contracts and pricing arrangements for same.
- Support the Patent Docketing team with the intake and outgoing file transfers, including organizing transfer materials, transfer reports, and ensuring that required information is complete for docketing.
- Onboarding, training and development of 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 that can be shared with entire 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 all 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 that new practices, policies, and workflows are implemented. Make suggestions/comments for improvement.
- Responsible for troubleshooting problems or inquiries and communicating solutions to both internal/external clients.
- Coordinate and develop client portals where applicable and ensure maintenance of same.
What We're Looking For:- Growth Mindset: Self-motivated with a passion for continuous learning and problem-solving.
- Communication: Strong verbal and written communication abilities.
- Detail-Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.
Required Experience:The ideal candidate will possess extensive knowledge of and experience with resources such as PAIR, IPDAS, IP Manager, and other international intellectual property law databases. Success in this role requires proficiency in IPDAS, IP Manager, Microsoft Office, Outlook, and various database systems, along with strong technical and computer skills. The candidate should have experience in strategic planning, project implementation, training development, and staff supervision. Excellent written and verbal communication skills, critical thinking, and analytical abilities are essential, as is the ability to work effectively under pressure, manage multiple detailed tasks, and consistently meet strict deadlines. The individual must collaborate successfully with attorneys, clients, and colleagues across multiple offices while serving as a proactive self-starter who can understand and manage detailed work within the context of broader departmental and firm objectives. Flexibility, adaptability, and the ability to respond positively to shifting priorities are critical. This position also requires the 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.
The targeted salary range for this position is from $85,000 - $105k, which reflects the firm's good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors such as the candidate's experience, qualifications, and location.
For eligible employees Ballard Spahr offers 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. A detailed summary of available benefits can be found here on our Careers website.
Ready to Grow with Us?If you are ready to play a vital role in the firm's success, we encourage you to apply and be a part of our commitment to excellence.
At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.
