IP Docketing Manager

Cooley; Chicago (IL); Hybrid; USD 90,000 - 130,000; Full time

Job summary

Cooley, a global law firm, seeks an IP Docketing Manager in Chicago to run patent docketing, ensure data integrity in IPMS, and oversee local IP Services operations. You will coordinate with the IP management team and cross‑office colleagues.

You will lead a team, set deadlines, perform quality checks, and implement improvements in workflow and automation. The role requires strong communication with timekeepers and business professionals and staying updated on IP law changes.

Qualifications

• Experience managing patent docketing in a law firm or IP practice.
• Strong data integrity and process improvement focus.
• Ability to train and develop a docketing team.

Responsibilities

• Confirm daily critical deadlines and guide the team.
• Lead data audits and quality checks.
• Coordinate with timekeepers and professionals to improve workflows.
• Enhance efficiency through automation and new tech.
• Develop team skills and training.
• Stay current with IP law changes and implement changes.
• Document changes and coordinate with committees.
• Collaborate with IP Docketing teams outside the US.
• Lead onboarding and training sessions for new hires.
• Establish metrics and reports on performance.

Skills

Patent docketing

IPMS

Team leadership

Data integrity

Training

Tools

IPMS

Job description

About Cooley

Cooley is a global law firm with an expansive practice and more than 3,000 employees and partners worldwide. We value and celebrate diverse perspectives and strive to create a workplace where every individual can thrive. At the core of Cooley’s success is the exceptional talent and unwavering spirit of our people. We embrace individuality while fostering a “one-firm” culture where collaboration and creativity thrive. Our people are the foundation of our success and the driving force behind everything we do.

Hybrid Schedule Philosophy

As part of the Cooley culture, we recognize and appreciate the value of being together, in person, to build comradery with others in the office and to be a contributing member of the Cooley office. However, we also appreciate the benefits and flexibility that come from remote working. As such, the default assumption for employees and partners is a hybrid schedule: some in‑office presence and some work from home days. Employees on a hybrid work schedule must work from their regular state of residence during hybrid remote days and are expected to be within a commutable distance of a Cooley office. (Department director or manager will provide direction on your schedule and any in‑office expectations).

Position summary

The IP Docketing Manager is responsible for managing the patent docketing function including monitoring compliance with established procedures and policies to ensure timely, efficient, and accurate completion of patent docketing. This role is also responsible for management of our IP Management System (IPMS) in general and ensuring the overall integrity of our IP data.

Position responsibilities

• Confirm that all critical deadlines each day have been handled appropriately, following up as needed, and provide guidance to the docketing team for any unresolved deadlines
• Ensure daily quality checks are in place to review critical docketing data and coordinate periodic data audits
• Maintain regular communication with timekeepers and non‑docketing business professionals to receive feedback, perceptions of docketing quality, and suggestions for improvement. Propose improvements to workflow and procedures affecting the docketing practice. Work in coordination with IP management team members to implement improvements
• Regularly review team processes to identify new ways to increase both efficiency of the docketing process through improved workflows, automation or other technology and accuracy of data through data validation tools, second eye checks and periodic audits, setting a reasonable balance between these competing concerns
• Ensure team members are developing the skills and knowledge to carry out their role effectively, identifying skill gaps and implement necessary training ensuring a consistent approach is maintained across the team
• Stay abreast of law changes that will impact data or deadlines on the docket and work with the IP docketing and systems specialist(s), Information Technology, and/or Best Practices Committee where required to implement necessary changes
• Document changes, train team members, and propose practice group‑wide communications where required
• Collaborate with Cooley IP Docketing colleagues outside of the US to ensure optimal cross‑office workflows and that we have capabilities for cross‑office coverage as needed
• Engage and collaborate with senior members of the IP Docketing team to foster a positive dynamic where information, ideas, and resources are shared
• Meet with all new hires to the practice group to provide an IP Docketing Overview and lead other training sessions as required or requested
• Establish key metrics and reports to highlight team performance and practice group performance

IPMS Management

• Ensure the IPMS consistently and effectively operates firmwide, guide troubleshooting and vendor efforts towards issue resolution
• Collaborate with the IP Senior Operations Manager and IP Systems team to review, test, and document all patent workflow configurations to ensure they meet the needs of the practice group and work as intended, consulting with the Best Practices Committee(s) as required, collaboration with UK and TCA docketing teams for their specific configurations
• Ensure proper data integrity of our IPMS and provide leadership and support for IP practice data integrity projects
• Identify training needs of new and existing practitioners and business professionals related to the IPMS
• Provide assistance to resolve all support emails/requirements and address issues related to the IPMS

Local office IP support

• Serve as local office IP Services manager resource overseeing daily operations to ensure group‑wide services are effective
• Provide leadership to encourage business professional and timekeeper participation in local office events and culture
• Proactively engage with practitioners and business professionals, developing working relationships to be an effective gateway to all services of the IP Services department
• Communicate local issues to the appropriate member(s) of the IP management team to ensure consistent and effective team management
• Assist with troubleshooting issues and work closely with IP management team to provide responsive and efficient