IP Technology & Automation Manager

Cooley LLP; Boston (MA); Hybrid; USD 130,000 - 195,000; Full time

Job summary

Cooley LLP is seeking an IP Technology & Automation Manager to drive workflow improvements, automation, and AI-enabled solutions within the IP Services team. The role focuses on aligning operations with technology to enhance client service delivery and efficiency.

Hybrid work schedule with in-office collaboration and remote days, reporting to the IP Client Services Director and coordinating with IP Operations, Technology, and Innovation teams.

Qualifications

• 5+ years’ experience in an IP-related role.
• Strong ability to translate business needs into technical requirements.
• Experience with workflow automation and AI in legal services.

Responsibilities

• Build strong relationships with IP Client Services leaders and teams.
• Coordinate cross-functional projects and communicate updates on status, risks and results.
• Identify opportunities to expand automation, AI, and integration solutions across IP services.
• Review workflows to simplify processes and reduce manual steps.
• Document requirements and work with teams to evaluate suitable technology solutions.
• Coordinate training and adoption efforts for new tools and processes.

Skills

Project management

Workflow automation

AI concepts

IP operations

Systems integration

Education

Bachelor's Degree

Tools

iManage

PatentCenter

CRM tools

Job description

Cooley is seeking an IP Technology & Automation Manager to join the IP Services team.*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 Technology & Automation Manager identifies and manages opportunities to improve IP client services workflows and legal service delivery through automation, AI, systems integration, workflow redesign, and process improvement. Working with IP Services leaders and teams, the Manager evaluates workflows and implements practical solutions that improve efficiency, quality, accuracy, and client service. Specific duties and responsibilities include, but are not limited to, the following:Position responsibilities:Client service collaboration & coordination:Build strong working relationships with IP Client Services leaders and team members to understand operational needs, workflow challenges, team priorities, and opportunities for improvementCollaborate with IP Operations, Technology, Innovation, practice teams, and other stakeholders to coordinate efforts and support IP Client Services needs and initiativesCoordinate cross-functional projects and initiatives, working with the appropriate teams to move projects forward, address issues, and support timely completionWork with the Director of IP Client Services to review and prioritize initiatives, identify opportunities to expand successful automation and AI solutions, and provide regular updates on recommendations, project status, risks, dependencies, and resultsWorkflow improvement, automation & AI:Review workflows to identify opportunities for automation and process improvement, including ways to simplify processes, reduce manual work and unnecessary steps, and make better use of existing Firm and IP tools and systemsGather and document business and workflow requirements and work with IP Operations, Technology, Innovation, and other teams, where applicable, to evaluate solutions and determine how existing or new technology can support those needs across IP Client ServiceWork with the appropriate teams to evaluate automation, AI, workflow, and integration capabilities that may improve IP Client Services processes and legal service deliveryManage and prioritize assigned automation, AI, integration, and workflow improvement projects, including requirements gathering, process documentation, user acceptance testing, implementation, and follow-upCoordinate cross-functional working groups and project teams to assess automation and AI opportunities and support the development and testing of solutionsIdentify and communicate project risks, dependencies, and requirements and work with the appropriate teams to ensure solutions meet applicable USPTO and international requirements, Firm policies, information security and confidentiality requirements, client requirements, and quality standardsImplementation, adoption & continuous improvement:Coordinate the implementation of new and updated workflows, automation, AI tools, and other technology improvements within IP Client ServicesWork with IP Client Services teams, IP Operations, Technology, Innovation, Best Practices Committees, and other stakeholders to support implementation, communications, change management, training, and adoption of new tools and processesDevelop and maintain training materials, process documentation, standard operating procedures, user guides, and other resources to support new and updated workflowsGather feedback from users and monitor how new tools and processes are working, including their impact on quality, efficiency, and service delivery, and recommend improvements as needed and report to the IP Client Services DirectorLocal office IP support:Serve as local office IP Services manager resource overseeing daily operations to ensure group-wide services are effectiveEncourage business professional and timekeeper engagement in local office events and cultureFoster collaborative relationships with practitioners and business professionals, serving as a key point of contact for IP Services support and solutionsCommunicate local issues to the appropriate member(s) of the IP leadership to ensure consistent and effective team managementTroubleshoot issues impacting IP team members in the same office to effectively support practitioner and client needsSkills and experience:Required:After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applicationsAbility to work extended and/or weekend hours, as requiredAbility to travel, as required5+ years’ experience in an IP-related roleProject management experienceStrong understanding of workflow automation, process improvement, systems integration, and AI concepts and their practical application to IP legal service deliveryExperience reviewing workflows and identifying opportunities to automate, simplify, or improve processesAbility to translate business and operational needs into clear business and functional requirements for technical teamsAbility to understand how systems, data, integrations, and automated workflows work together and to communicate effectively with both technical and non-technical teamsWorking knowledge of user acceptance testing, including developing test scenarios, documenting results, and coordinating issue resolutionAbility to demonstrate having streamlined and automated IP workflows through integration and/or leveraging enabling artificial intelligent toolsStrong analytical and problem-solving skills, with the ability to evaluate options, identify risks and dependencies, and recommend practical solutionsFamiliarity with AI-enabled tools and automation platforms and an understanding of appropriate use, limitations, data privacy, confidentiality, and information security considerationsKnowledge of intellectual property operations, patent processes, legal service delivery, or legal technologyPreferred:Bachelor’s DegreeSupervisory experience in a professional services or law firm environment, with ability to manage, coach, and motivatePrevious law firm experienceExperience researching IP statuses and histories in PTO databases, including USPTO systems (PatentCenter), WIPO Patentscope, navigation and general knowledge of international patent sites (i.e., USPTO Global Dossier, EPO Patent Register, CIPO, etc.)Possess working knowledge and keep abreast of rules according to USPTO procedures, 37 C.F.R., the Manual of Patent Examining Procedure (MPEP) rulesCompetencies:Entrepreneurial by natureExcellent attention to detailExceptional interpersonal communication skills with ability to facilitate and solve problemsAbility to organize, prioritize and coordinate multiple activities often under tight timelinesAbility to drive projects to completion and achieve goalsStrong judgmentTeam-player with collaborative spiritUnwavering ability to handle and maintain confidentiality regarding firm information, projects, client data (if applicable)High level of professionalism at all timesCooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.EOE.The expected annual pay range for this position with a full-time schedule is $130,000 - $195,000. Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate. Senior level candidates may be considered for this position and would be eligible for a higher salary range based on experience.We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 21 days of Paid Time Off (“PTO”) and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.