IP US Patent Manager

Cooley; Chicago (IL); Hybrid; USD 130,000 - 195,000; Full time

Job summary

Cooley LLP is seeking an IP US Patent Manager to support the Patent Prosecution and Counseling practice. The role focuses on client service, workflow optimization, and risk management for the US Filing Specialist team, with emphasis on efficiency, metrics, and training.

You will oversee daily operations, coach Supervisors and Leads, manage staffing for special projects, and collaborate with cross-functional client service managers to ensure high-quality service and timely delivery.

Qualifications

• 5+ years’ experience in an IP-related role.
• Project management experience.
• Bachelor’s Degree in a related field or equivalent.
• Supervisory experience in a professional services or law firm environment.
• Experience researching IP statuses and PTO databases such as USPTO systems.

Responsibilities

• Provide leadership and operational oversight for the USFS team.
• Actively manage caseloads, assignments, workload and capacity to meet deadlines and quality standards.
• Develop metrics to drive team performance and service offerings.
• Ensure timely entry of billable time and maintain profitability.
• Collaborate with IP practitioners and other managers on client service initiatives.

Skills

Project management

Team leadership

Attention to detail

Communication

Time management

Education

Bachelor’s Degree

Tools

Microsoft Office

iManage

Job description

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 US Patent Manager is responsible for providing support to practitioners in the Patent Prosecution and Counseling practice group, including client management support, focusing on efficiency, process improvement, risk management, quality control, workflow and other processes impacting client service provided by the US Filing Specialist (USFS) team. This position will also partner with other client service management to provide support of internal client service, and in the creation and maintenance of client service metrics. Oversee daily administrative operations of the USFS team.

Specific duties and responsibilities

Specific duties and responsibilities include, but are not limited to, the following:

• Position responsibilities: Supervisory and management: Provide leadership, mentorship, and operational oversight for the USFS team and the various functional areas within the team’s structure
• Actively manage USFS caseloads, client assignments, workload, and capacity in coordination with Supervisors and Leads; rebalance assignments and address coverage or workload concerns as needed to support deadlines, quality, and client service
• Manage the day-to-day performance of USFS Supervisors and Leads, setting clear expectations and priorities, address routine team needs, and support consistent execution across the US patent filing team
• Delegate appropriate responsibilities to Supervisors and Leads and follow up on assignments, service needs, deadlines, and performance expectations to ensure work is completed accurately, timely, and consistently
• Develop metrics and accountability measures to drive USFS team performance, efficiency, and accuracy
• Review, develop, and recommend service offerings to maximize utilization of the USFS team at a cost-effective price point
• Engage in communication with patent practitioners to ensure client service is effective and consistently meets or exceeds expectations
• Lead the development of structured USFS training and development in in collaboration with supervisors and leads, provide coaching and feedback, support skill development, and create opportunities for USFS team members to build proficiency and take on increased responsibility
• Identify and coordinate staffing needs and other resources for USFS team special projects
• Ensure effective coverage is provided to practitioners and client teams in all cases
• Ensure accurate and timely entry of billable and non-billable time and review IntApp entries prior to month-end closing
• Manage realization rate of collection for billed services to identify challenges early and make adjustments to maintain profitability
• Enter billable time and fixed fees, as appropriate

Client service management

• Propose and implement annual business plan
• Lead and support timely and successful completion of IP Client Service projects and initiatives
• Collaborate with client service managers to proactively identify issues, compliance, risks, and team priorities and propose appropriate courses of action
• Collaborate with other client service managers to facilitate short and long-term client assignment and/or reassignments
• Reinforce quality and procedural standards with Supervisors and Leads, review recurring or material issues, ensure appropriate corrective action and training are completed, and elevate significant risk or service concerns to the Director as appropriate
• Work collaboratively with client service managers to conduct quality control reviews of client facing specialist team members to ensure accuracy, consistency and adherence to the rules of 37 C.F.R., Best Practices and other procedural guidelines
• Provide support and resources required for the day-to-day and long term success of the Quality Control function and program, including close collaboration with the IP Quality Control Manager and leads
• Collaborate with client service managers to ensure optimal service during client assignment transitions and to monitor client service specialist pairings with practitioners to create highly efficient and balanced teams
• Identify practical opportunities to improve US patent filing workflows through automation, AI, and available technology; collaborate with the IP Technology and Automation manager on initiatives and participate in testing and implementation; gather feedback from Supervisors, Leads, and Specialists; and support training and adoption of approved solutions.
• Collaborate with IP Senior Practice Support Manager (US) to identify and support opportunities for IP Practice Support Assistant and Patent Formalities team development and utilization

Local office IP support

• Serve as local office IP Services manager resource overseeing daily operations to ensure group-wide services are effective
• Provide 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

Preferred

Bachelor’s Degree

Supervisory experience in a professional services or law firm environment, with proven 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
• Demonstrated ability to lead through influence and develop talent (if applicable)
• Proactive, analytical mindset
• Effective presentation skills

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. If JDESC includes senior level: 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.