Patent Project Operations Lead (Remote)

Ballard Spahr Llp; Riverton (NJ); Remote; USD 85,000 - 105,000; Full time

Benefits offered by this job

Remote work

Professional development

Inclusion initiatives

Job summary

Ballard Spahr LLP seeks a Patent Project Administrator to provide high-level IP docketing support, oversee patent-related software upgrades, and coordinate with attorneys and staff. The role emphasizes process improvement, client service excellence, and collaboration across offices in a fully remote capacity.

The ideal candidate will have deep IP database knowledge (PAIR, IPDAS, IP Manager), strong MS Office skills, and proven experience in project planning, training development, and staff

Qualifications

• Experience with IP databases and prosecution workflows.
• Proficiency in IPDAS, IP Manager, and related tools.
• Ability to supervise staff, manage multiple tasks, and meet deadlines.

Responsibilities

• Coordinate with Senior Manager of Litigation and IP Paraprofessional Support and other stakeholders to upgrade patent practice software and review contracts/pricing for consistency.
• Support Patent Docketing team with intake and outgoing file transfers and transfer materials.
• Onboard, train, and develop patent practice LAAs on IP-specific skills and tasks.
• Monitor USPTO and international agency rule changes; prepare summaries for department leadership.
• Manage daily USPTO document download process and distribute correspondence to relevant personnel; perform quality control.
• Develop and query customized reports within the IP Docketing system to support workflow and special projects.
• Ensure new policies/workflows are implemented and suggest process improvements.
• Troubleshoot problems or inquiries and communicate solutions to clients and internal teams.
• Coordinate and develop client portals where applicable and ensure maintenance.

Skills

Growth Mindset

Communication

Detail‑Oriented

Tools

PAIR

IPDAS

IP Manager

Microsoft Office

Outlook

Job description

Ballard Spahr LLP seeks a Patent Project Administrator to provide high-level IP docketing support, oversee patent-related software upgrades, and coordinate with attorneys and staff. The role emphasizes process improvement, client service excellence, and collaboration across offices in a fully remote capacity.

The ideal candidate will have deep IP database knowledge (PAIR, IPDAS, IP Manager), strong MS Office skills, and proven experience in project planning, training development, and staff