Remote Patent Projects Administrator

Ballard Spahr LLP; United States; Remote; USD 85,000 - 105,000; Full time

Benefits offered by this job

Medical, dental, vision, and life ins.

Health savings accounts

Flexible spending accounts

Short and long-term disability

401(k) retirement savings plan

Paid time off, sick leave, holidays

Job summary

Ballard Spahr LLP is seeking a Patent Projects Administrator to support the Intellectual Properties team remotely. You will coordinate software upgrades, docketing operations, and client portals while ensuring accuracy and timely delivery of materials across the IP practice.

The role emphasizes onboarding, training, and development of LAAs, monitoring USPTO rules, and generating reports to support workflow management. Strong communication and leadership are essential.

Qualifications

• Experience with PAIR, IPDAS, IP Manager and other IP databases.
• Excellent written and verbal communication skills.
• Ability to supervise staff firm-wide and manage multiple deadlines.

Responsibilities

• Coordinate with Senior Manager of Litigation and IP Paraprofessional Support, applicable department/firm administration and outside vendors to upgrade IP practice software and review contracts/pricing.
• Support the Patent Docketing team with intake and outgoing file transfers, including transfer materials and reports.
• Onboarding, training and development of patent practice LAAs on IP tasks.
• Monitor USPTO and international agency rules; prepare summaries for leadership.
• Manage daily USPTO document download process and distribution with quality-control checks.
• Develop and query customized reports in the IP Docketing system.
• Implement new practices, policies, and workflows; suggest improvements.
• Troubleshoot problems or inquiries and communicate solutions to clients.
• Coordinate and develop client portals and maintain them.

Skills

Growth Mindset

Communication

Detail-Oriented

Tools

IPDAS

IP Manager

Microsoft Office

Outlook

Database systems

Job description

Ballard Spahr LLP is seeking a Patent Projects Administrator to support the Intellectual Properties team remotely. You will coordinate software upgrades, docketing operations, and client portals while ensuring accuracy and timely delivery of materials across the IP practice.

The role emphasizes onboarding, training, and development of LAAs, monitoring USPTO rules, and generating reports to support workflow management. Strong communication and leadership are essential.