Patent Project Administrator
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Job Description
Patent Project Administrator supporting patent prosecution operations at Ballard Spahr, a national law firm. Managing USPTO documents, docketing systems, workflows, training, and client portals.
Responsibilities:
- Coordinate with department and firm administration and outside vendors regarding patent practice software and databases, including upgrades, contracts, and pricing
- Support the Patent Docketing team with intake and outgoing file transfers
- Organize transfer materials and reports and ensure required docketing information is complete
- Onboard, train, and develop patent practice LAAs on intellectual property skills and tasks
- Monitor USPTO and international agency rule changes and prepare summaries for department leadership and the IP practice
- Manage daily USPTO document downloads, distribute correspondence, and perform quality-control review
- Develop and query customized reports within the IP Docketing system
- Support docketing operations, workflow management, and special projects
- Implement new practices, policies, and workflows and suggest improvements
- Troubleshoot problems and inquiries and communicate solutions to internal and external clients
- Coordinate and develop client portals and maintain them
Requirements:
- Extensive knowledge of and experience with 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 in 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 meet strict deadlines
- Ability to collaborate with attorneys, clients, and colleagues across multiple offices
- Proactive self-starter able to manage detailed work within broader departmental and firm objectives
- Flexibility and adaptability to shifting priorities
- Ability to supervise staff firm-wide
- Maintain regular and reliable attendance
- Ability to work beyond standard business hours as needed
- Ability to manage multiple priorities and deadlines independently
Benefits:
- Continuous learning opportunities and avenues for career growth
- Business Resource Group participation
- Medical, dental, vision, and life insurance
- Health savings accounts
- Flexible spending accounts
- Short- and long-term disability
- 401(k)-retirement savings plan
- Paid time off
- Sick leave
- Paid holidays
- Employee assistance program
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