Department Operations Specialist - IP Department

Polsinelli; Clayton (MO); On-site; USD 90,000 - 130,000; Full time

Job summary

Polsinelli seeks a Department Operations Specialist to support the IP Department with business operations, financial management, and project oversight in either Kansas City or St. Louis.

This role requires translating strategic goals into measurable outcomes and collaborating across Finance, HR, Innovation, Marketing, Recruiting, and Professional Development. The ideal candidate will be proactive, analytical, and detail oriented, skilled at analyzing data and managing multiple initiatives to

Qualifications

• Bachelor’s degree in business, finance, or accounting.
• 5+ years of experience in business operations, financial or data analysis, or project management, ideally in a legal environment.

Responsibilities

• Design, implement, and improve procedures, workflows, and reporting to boost efficiency.
• Forecast budgets, track expenses, and analyze variances.
• Prepare monthly, quarterly, and annual reports for leadership.
• Coordinate department initiatives, track progress, and ensure timely delivery.
• Create and maintain operations dashboards and reports for data-driven decisions.
• Coordinate calendars and scheduling across teams and practice groups.

Skills

Business operations

Financial analysis

Data analysis

Project management

Education

Bachelor’s degree

Tools

Microsoft Office

Excel

PowerPoint

Word

Power BI

Smartsheet

Monday.com

iManage

Job description

Polsinelli does not accept unsolicited resumes from search firms or agencies. Please, no phone calls or emails.

At Polsinelli, What a Law Firm Should Be is not just our tagline, it is what we live every day. We strive to create an environment where our team members are encouraged to bring their creativity and professional passions into the workplace so that they can thrive. Are you a people person who has a keen eye for detail, thrives in a professional environment and wants to be part of a dynamic team? We have the perfect role for an engaging professional like you!

Polsinelli is seeking a Department Operations Specialist in either our Kansas City or St. Louis office.

The Department Operations Specialist will support the IP Department in managing and enhancing the business and operational functions for the delivery of legal services. This role plays a key part in supporting the department’s business operations, financial management, project oversight, and strategic initiatives, ensuring the department operates efficiently, strategically, and in alignment with Polsinelli’s objectives.

This role works closely with Department leadership, serving as a liaison between attorneys, administrative teams, and firmwide departments such as Finance, HR, Innovation, Marketing, Recruiting, and Professional Development. This position helps translate operational, financial, and strategic goals into measurable outcomes – combining financial and trend analysis, budget management, project management, and department scheduling to drive operational excellence and continuous improvement.

The ideal candidate is a proactive, analytical, and detail oriented professional who thrives in a collaborative environment, uses data-driven insights to inform recommendations, and excels at managing multiple initiatives that advance department and firm performance.

Core Responsibilities

Operational Strategy & Leadership

• Partner with Director to design, implement, and enhance procedures, workflows, and reporting mechanisms that improve efficiency and performance.
• Serve as a key interface between the Department and administrative functions, ensuring alignment and clear communication and execution of priorities.
• Develop and maintain department and practice group calendars, meeting schedules, reporting cadences, and planning sessions to support engagement and accountability.

Financial Analysis & Budget Management

• Support the management and oversight of the Department budget, including forecasting, expense tracking, and variance analysis.
• Conduct financial and operational analyses to identify trends, evaluate performance, and provide actionable insights for leadership.
• Partner with Director to prepare monthly, quarterly, and annual reports to Department and Firm leadership.
• Collaborate with Finance and Accounting to ensure department budgets and expenditures align with firm financial goals.

Project Management & Initiative Tracking

• Assist Department leadership with the coordination of department initiatives, ensuring all projects are scoped, prioritized, and executed within established timelines and objectives.
• Support development of project plans, manage progress tracking, and facilitate collaboration across teams to meet goals and achieve successful outcomes.
• Provide project updates to Department leadership, summarizing milestones, risks, and key results.
• Support implementation of initiatives focused on technology adoption, process improvement, and client service enhancement.

Operations Reporting & Department Coordination

• Create and maintain accurate operations metrics, dashboards, and reports to support data-driven recommendations and decision-making.
• Oversee department scheduling and coordinate department and practice group meetings, retreats, and planning sessions by preparing agendas, materials, and tracking follow-up actions.
• Support attorney and staff onboarding, offboarding, and integration processes to ensure seamless transitions.

Cross-Department Collaboration

• Act as a liaison between the Department and other firm departments such as Finance, HR, Innovation, Marketing, Recruiting, and Professional Development, to promote collaboration and alignment.
• Work effectively as part of a geographically dispersed, multidisciplinary team, supporting both department and firmwide initiatives.
• Establish and maintain a project management cadence to track progress and share updates across relevant teams.

Requirements

• Bachelor’s degree required (Concentration in business, finance, or accounting a plus).
• 5+ years of experience in business operations, financial or data analysis, or project management, ideally within a legal environment (Intellectual Property experience a plus).
• Experience with budgets and financial reporting processes.
• Strong project management skills, with the ability to manage multiple concurrent initiatives.
• Exceptional organizational and scheduling skills, with experience coordinating complex department calendars and priorities.
• Excellent analytical skills, with the ability to interpret data, identify trends, and provide meaningful insights.
• Strong written and verbal communication skills with a high level of precision and attention to detail.
• Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word) and familiarity with project management or reporting tools (e.g., Monday.com, Power BI, Smartsheet).
• Experience with document management systems such as iManage and time and billing platforms preferred.

Polsinelli PC is an Equal Opportunity Employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other characteristic protected by law.