IP Technology & Automation Manager

Cooley LLP; Palo Alto (CA); Hybrid; USD 130,000 - 195,000; Full time

Benefits offered by this job

Medical, dental, vision

HSA health plan

21 days PTO

10 holidays

Parental leave & fertility benefits

Job summary

Cooley LLP seeks an IP Technology & Automation Manager to enhance IP client services through automation, AI, and systems integration. You will evaluate workflows, gather requirements, and lead cross-functional projects to improve efficiency and service delivery.

You will collaborate with IP Client Services to prioritize initiatives, implement tools, and ensure alignment with security and regulatory standards across the firm.

Qualifications

• 5+ years of IP-related experience with project management
• Strong understanding of automation, AI, and workflow improvements
• Ability to translate business needs into technical requirements

Responsibilities

• Identify opportunities to improve IP client services workflows and automate processes
• Collaborate with IP Operations, Technology, and Innovation to implement solutions
• Manage automation, AI, and integration projects from requirements to rollout
• Develop training materials and document standard operating procedures
• Act as local IP Services resource to support daily operations in the office

Skills

IP operations

Workflow automation

AI concepts

Systems integration

Project management

Requirements gathering

UAT testing

Technical communication

Data privacy

Education

Bachelor’s Degree

Tools

iManage

Microsoft Office

Job description

IP Technology & Automation Manager

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 improvement
• Collaborate with IP Operations, Technology, Innovation, practice teams, and other stakeholders to coordinate efforts and support IP Client Services needs and initiatives
• Coordinate cross-functional projects and initiatives, working with the appropriate teams to move projects forward, address issues, and support timely completion
• Work 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 results

Workflow 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 systems
• Gather 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 Service
• Work with the appropriate teams to evaluate automation, AI, workflow, and integration capabilities that may improve IP Client Services processes and legal service delivery
• Manage and prioritize assigned automation, AI, integration, and workflow improvement projects, including requirements gathering, process documentation, user acceptance testing, implementation, and follow-up
• Coordinate cross-functional working groups and project teams to assess automation and AI opportunities and support the development and testing of solutions
• Identify 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 standards

Implementation, adoption & continuous improvement:

• Coordinate the implementation of new and updated workflows, automation, AI tools, and other technology improvements within IP Client Services
• Work 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 processes
• Develop and maintain training materials, process documentation, standard operating procedures, user guides, and other resources to support new and updated workflows
• Gather 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 Director

Local office IP support:

• Serve as local office IP Services manager resource overseeing daily operations to ensure group-wide services are effective
• Encourage business professional and timekeeper engagement in local office events and culture
• Foster collaborative relationships with practitioners and business professionals, serving as a key point of contact for IP Services support and solutions
• Communicate local issues to the appropriate member(s) of the IP leadership to ensure consistent and effective team management
• Troubleshoot issues impacting IP team members in the same office to effectively support practitioner and client needs

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Ability to work extended and/or weekend hours, as required
• Ability to travel, as required
• 5+ years’ experience in an IP-related role
• Project management experience
• Strong understanding of workflow automation, process improvement, systems integration, and AI concepts and their practical application to IP legal service delivery
• Experience reviewing workflows and identifying opportunities to automate, simplify, or improve processes
• Ability to translate business and operational needs into clear business and functional requirements for technical teams
• Ability to understand how systems, data, integrations, and automated workflows work together and to communicate effectively with both technical and non-technical teams
• Working knowledge of user acceptance testing, including developing test scenarios, documenting results, and coordinating issue resolution
• Ability to demonstrate having streamlined and automated IP workflows through integration and/or leveraging enabling artificial intelligent tools
• Strong analytical and problem-solving skills, with the ability to evaluate options, identify risks and dependencies, and recommend practical solutions
• Familiarity with AI-enabled tools and automation platforms and an understanding of appropriate use, limitations, data privacy, confidentiality, and information security considerations
• Knowledge of intellectual property operations, patent processes, legal service delivery, or legal technology

Preferred:

• Bachelor’s Degree
• Supervisory experience in a professional services or law firm environment, with ability to manage, coach, and motivate
• Previous law firm experience
• Experience 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) rules

Competencies:

• Entrepreneurial by nature
• Excellent attention to detail
• Exceptional interpersonal communication skills with ability to facilitate and solve problems
• Ability to organize, prioritize and coordinate multiple activities often under tight timelines
• Ability to drive projects to completion and achieve goals
• Strong judgment
• Team-player with collaborative spirit
• Unwavering ability to handle and maintain confidentiality regarding firm information, projects, client data (if applicable)
• High level of professionalism at all times

Cooley 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.