Remote Patent Projects 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

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.