Patent Project Administrator

Ballard Spahr LLP; Minneapolis (MN); Remote; USD 85,000 - 105,000; Full time

Benefits offered by this job

Medical, dental, vision insurance

401(k) retirement plan

Paid time off and holidays

Employee assistance program

Job summary

Ballard Spahr LLP is seeking a Patent Projects Administrator to support the Intellectual Properties team in a fully remote capacity. The role focuses on coordinating docketing, software upgrades, and process improvements to enhance efficiency and client service.

Ideal candidates will have extensive IP database experience (PAIR, IPDAS, IP Manager), strong Microsoft Office skills, and proven ability to lead projects and train staff while meeting tight deadlines across multiple offices.

Qualifications

• Extensive knowledge of IP databases PAIR, IPDAS, IP Manager and related tools.
• Proficient with Microsoft Office suite and Outlook.
• Experience in project implementation, training development, and staff supervision.
• Ability to work under pressure, meet deadlines, and collaborate with attorneys and clients.

Responsibilities

• Coordinate with Senior Manager, IP Paraprofessional Support and vendors to upgrade practice software and review contracts/pricing.
• Assist Patent Docketing team with intake, transfers, and transfer materials.
• Onboard, train and develop patent practice LAAs on IP skills and tasks.
• Monitor USPTO and international rules; summarize changes for leadership.
• Manage daily USPTO document download process and QA of distributions.
• Develop and query reports in the IP Docketing system for operations and projects.
• Implement new practices, policies, and workflows; suggest improvements.
• Troubleshoot inquiries and communicate solutions to internal/external clients.
• Coordinate and develop client portals and ensure maintenance.

Skills

Growth mindset

Communication

Detail-oriented

PAIR

IPDAS

IP Manager

Microsoft Office

Outlook

Databases

Tools

PAIR

IPDAS

IP Manager

Microsoft Office

Outlook

Databases

Job description

About Us

Ballard Spahr is a nationally recognized law firm with more than 750 lawyers across 19 offices in the United States. A career at Ballard Spahr means joining a team of talented mentors, colleagues, and friends, supported by strong leadership that actively encourages professional growth.

Incumbents in this role provide high-level support to fee earners and business professionals within the Intellectual Property (IP) patent prosecution practice. They demonstrate advanced technical and administrative expertise, take ownership of assigned responsibilities with minimal supervision, exercise sound judgment and initiative in decision‑making within their scope of authority, and actively foster a collaborative and team‑oriented work environment.

The IP Department operates within a highly specialized and technically complex practice area. As such, well‑defined policies, processes, and workflows are essential to maintaining operational efficiency and delivering exceptional client service. The Patent Project Administrator serves as a key operational resource, supporting continuous process improvement, facilitating the implementation of practice enhancements, and assisting attorneys and professionals with specialized projects and client‑related initiatives. This role helps ensure consistency, efficiency, and excellence across departmental operations and service delivery.

This position is fully remote.

Why Join Us?

• Innovative Work Environment: Become part of a forward‑thinking firm that enjoys substantial support and visibility from the firm's executive leadership.

• Professional Development: Take advantage of continuous learning opportunities and avenues for career growth.

• Inclusion: Join a Business Resource Group and share cultural, experiential, or job‑related interests, experiences, and/or backgrounds.
• Impactful Contributions: Play a pivotal role in developing industry‑leading solutions that make a significant difference in legal practice and client service.

Your Role

As a Patent Projects Administrator within our Intellectual Properties team, you will:

• Coordinate with Senior Manager of Litigation and IP Paraprofessional Support, applicable department/firm administration and outside vendors to ensure that Patent practice software and databases are upgraded as needed, as well as review of contracts and pricing arrangements for same.
• Support the Patent Docketing team with the intake and outgoing file transfers, including organizing transfer materials, transfer reports, and ensuring that required information is complete for docketing.
• Onboarding, training and development of patent practice LAAs on skills and tasks specific to intellectual property.
• Monitor changes in USPTO and international agency rules; prepare summary information for department leadership that can be shared with entire IP practice.
• Manage the daily USPTO document download process, including receipt and distribution of correspondence to appropriate personnel, and perform quality‑control review to ensure all documents are accurately downloaded and properly distributed.
• Develop and query customized reports within the IP Docketing system to support docketing operations, workflow management, and special projects.
• Ensure that new practices, policies, and workflows are implemented. Make suggestions/comments for improvement.
• Responsible for troubleshooting problems or inquiries and communicating solutions to both internal/external clients.
• Coordinate and develop client portals where applicable and ensure maintenance of same.

What We're Looking For

• Growth Mindset: Self‑motivated with a passion for continuous learning and problem‑solving.

• Communication: Strong verbal and written communication abilities.

• Detail‑Oriented: Keen attention to detail with the ability to manage multiple priorities and deadlines independently.

Required Experience

The ideal candidate will possess extensive knowledge of and experience with resources such as PAIR, IPDAS, IP Manager, and other international intellectual property law databases. Success in this role requires proficiency in IPDAS, IP Manager, Microsoft Office, Outlook, and various database systems, along with strong technical and computer skills. The candidate should have experience in strategic planning, project implementation, training development, and staff supervision. Excellent written and verbal communication skills, critical thinking, and analytical abilities are essential, as is the ability to work effectively under pressure, manage multiple detailed tasks, and consistently meet strict deadlines. The individual must collaborate successfully with attorneys, clients, and colleagues across multiple offices while serving as a proactive self‑starter who can understand and manage detailed work within the context of broader departmental and firm objectives. Flexibility, adaptability, and the ability to respond positively to shifting priorities are critical. This position also requires the ability to supervise staff firm‑wide, maintain regular and reliable attendance, and work beyond standard business hours as needed to support business and client demands.

The targeted salary range for this position is from $85,000 - $105k, which reflects the firm's good faith and reasonable estimate of possible compensation at the time of posting. Actual pay will depend on several factors such as the candidate's experience, qualifications, and location.

For eligible employees Ballard Spahr offers medical, dental, vision, and life insurance, health savings accounts, flexible spending accounts, short and long‑term disability, a 401(k)-retirement savings plan, paid time off, sick leave, paid holidays and an employee assistance program. A detailed summary of available benefits can be found here on our Careers website.

At Ballard Spahr, we believe that our skills, perspectives, and backgrounds drive innovation and excellence, while our unique culture fosters collaboration and success. Our culture of thriving together forms the cornerstone of how we deliver exceptional service and position our firm for a strong future. We welcome and encourage applicants from all backgrounds to apply.

Ballard Spahr is an equal opportunity employer. We offer equal consideration to all qualified applicants, regardless of race, ethnicity, religion, age, national origin, handicap or disability, citizenship, sex, pregnancy, childbirth or related medical condition, sexual orientation, gender identity and expression, transgender status, sex stereotyping, genetic information, ancestry, veteran status or any other category protected by applicable law.

The firm is not accepting resumes from search firms for this position.